National support framework: delivering safter and ... · NATIONAL SUPPORT FRAMEWORK DELIVERING...
Transcript of National support framework: delivering safter and ... · NATIONAL SUPPORT FRAMEWORK DELIVERING...
NATIONAL SUPPORT FRAMEWORKDELIVERING SAFER ANDCONFIDENT COMMUNITIES
Information sharing for community safetyGuidance and practice advice
NATIONAL SUPPORT FRAMEWORKDELIVERING SAFER ANDCONFIDENT COMMUNITIES
Information sharing for community safetyGuidance and practice advice
CONTENTSAcknowledgments 211 Benefitsof informationsharing 6Benefitsof informationsharingndashapracticalexample 712 Contentof theguide 721 Typesof informationforsharing 8Definitionsof typesof informationrecordedbylocalagencies 8Definitionsof typesof informationrecordedbylocalagencies(continued) 922 Agenciesinvolvedininformationsharingforcommunitysafety 10Informationsharingprotocols 10221 Responsibleauthorities 10222 Co-operatingbodies 11223 Relevantauthorities 11224 InformationsharingwithagenciesoutsidetheCSPrsquosjurisdictionalarea 11AgenciestoincludeassignatoriesontheInformationSharingProtocol 12225 TheWalesAccordfortheSharingof PersonalInformation 1323 Thepurposeof informationsharinginaCSP 13231 Informationforperformancemonitoring 14232 Informationtoassistinthedevelopmentof intelligenceproductsandidentifyandrespondtonewincidentsandemergingproblems 14233 Informationtosupportthedeliveryof servicestoparticulargroupsorindividuals 1424 Legislationapplicabletoinformationsharing 15241 Powersforsharinginformation 152411 TheCrimeandDisorderAct1998152412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009 162413 CriminalJusticeandCourtServiceAct2000 16242 Thelawgoverninginformationsharing 172421 HumanRightsAct1998 172422 TheCaldicottPrinciples 172423 Commonlawdutyof confidentiality 182424 Freedomof InformationAct2000 182425 DataProtectionAct1998 19DPASchedule2conditions 19DPASchedule3conditions 20Box1Remindingofficersof theirrolesandresponsibilitieswhenusingandhandlinginformationusedforcommunitysafety 2231 Applyingaproblem-orientedapproachtoinformationsharing 23311 Coredatasets 233111 Informationsharingtosupporttheoperationalbusinessprocessesof theCSP 233112 Informationsharingtosupportthegenerationof CSPintelligence 26312 Peripheraldata 2732 MinimumdatasetsforCSPs 29321 Policerecordedcrime(depersonaliseddata) 29322 Policeincidentrecords(depersonaliseddata) 31323 Council-recordedincidentsof ASBandenvironmentalcrime(depersonaliseddata) 32324 FireandRescueServicedeliberatefiresmaliciouscallsandassaultsonstaff (depersonalised) 32325 ProbationOASysassessments(depersonaliseddata) 33326 YouthOffendingService(YOS)assessments(depersonaliseddata) 33327 ProlificandotherPriorityOffenders(sensitivepersonaliseddata) 34328 Prisonreleases(personaliseddata) 34329 YoungOffenderInstitutionreleases(personaliseddata)353210 Drugtreatmentndashadults(depersonaliseddata) 353211 Drugtreatmentndashyoungpeople(depersonaliseddata) 363212 AdmissionstoAccidentandEmergency(AampE)departmentsforinjuriessustainedfromanassault(depersonaliseddata) 363213 Admissionstohospitalfordrugsandalcoholrelatedharm(depersonaliseddata) 373214 AmbulanceServicecallsforservice(depersonalised) 373215 Crimesonovergroundtrainsoratstations(depersonalised) 383216 Incidentsonlocaltrainstramsandstations(depersonaliseddata) 383217 Incidentsonlocalbuses(depersonaliseddata) 393218 Schoolexclusions(depersonaliseddata) 393219 EnvironmentAgencyrecordedenvironmentalcrime(personaliseddata) 403220 Policerecordedstopandsearch(depersonaliseddata) 413221 Policerecordedresultsof drugtestsfortriggeroffences(depersonaliseddata) 413222 Policerecordeddetectionstatusof offence(depersonaliseddata) 4233 Dataavailableinaggregateform 42331 iQUANTA(RESTRICTED) 42332 Ffynnonndashthepan-Walesperformancemanagementsystem(RESTRICTED) 42333 PlaceSurveys 42334 FacethePeopleinformation 43335 NeighbourhoodPolicingcommunityconsultations 43336 TellUsSurvey 43337 ProlificandotherPriorityOffendercohort(RESTRICTED) 43338 DIRWeb(RESTRICTED) 44339 Admissionsfordrugsandalcoholmisuse 443310 Drugandalcoholuseandtreatment(RESTRICTED)443311 Violentextremismandterrorism(RESTRICTED) 453312 Censusof Population 453313 NeighbourhoodStatistics 453314 Indexof Deprivation 453315 Majorhousingretailandotherconstructiondevelopments 463316 Calendarof publicandcommunityeventsandfestivities 4634 Metadata 4641 Barrierstoinformationsharing 4842 Principlesof informationsharing 49421 Principle1ExplainwhytheinformationwillhelptheCSP 49422 Principle2Identifythepotentialbenefitsfortheinformationsupplier 49423 Principle3Informationsharedmustbefitforpurpose50424 Principle4Dataaresecurelymanaged 51425 Principle5Dataareeasytoaccess 5143 Processinginformation-sharingrequirements 51431 Step1Identifytheinformationthatisrequiredandestablishthelegalbasisonwhichitcanbeshared 51432 Step2Identifythesourceof thisinformation 52434 Step3Explainwhytheinformationisrequiredandhowitwillbeused 53434 Step4Extractthedataandtransfertheinformation 53435 Step5Considerwhetheranyadditionalprocessingtasksarerequired 53436 Step6Storethedatasecurely 54Box2SunderlandCSPCyberArkVault 56Figure2Flowmodelsummarisingtheprocessesinvolvedinsharinginformationforcommunitysafetypurposes(performancemonitoringintelligencedevelopmentorservicedelivery) 57 5744 Implementinganinformation-sharingframework 58Figure3Processmodelforinformation-sharingtosupporttheinformationrequirementsof CSPs 59 59Box3ContractingoutinformationsharingprocessesinGreaterManchesterandtheNorthEastof England 60Appendix1Geographicreferencingof recordsandsanitisinggeographicinformationandgeographiccoordinates 611)Geographicreferencingof records 612)Sanitisinggeographicinformationandgeographicco-ordinates 61Appendix2Theroleandmanagementof thepartnershipanalystforinformationsharingandinformationuse 631)Amodelfororganisingandmanagingtheroleof theanalyst 632)Makinguseof analysisndashovercominginstitutionalorganisationalandmanagementbarriersintheuseof intelligenceproducts 642i)Educatetheusersof intelligenceproducts 652ii)Clearlydefinetheroleof theanalyst 652iii)Educatingtheanalyst 662iv)Dataquality 662v)Feedback 663)Managingandorganisingtheproductionof intelligenceproducts 67Box4Theimportanceof managementtosupportcrimeanalysisndashexperiencesfromGreaterManchester 68Appendix3Glossary 71Appendix4Abbreviations 74A 74B 74C 74D 75F 75G 75H 75I 75J 76K 76L 76M 76N 76O 77P 77Q 78R 78S 78T 78U 79V 79W 79Y 79
ACKNOWLEdgMENTS
ThisguidancehasbeenpreparedbySpencerChaineyof theJillDandoInstituteforCrimeScienceUniversityCollegeLondon
SpecialthanksareduetoPaulHartfromKnowsleyMetropolitanBoroughCouncilandBethCarlislefromtheCityandCountyof Swanseaforreadingthetextandcommentingfromtheperspectiveof practisinganalysts
KirstyGillanfromtheRegionalResearchandAnalysisProgrammeprovidedhelpfulcommentsthroughouttheprocessof draftingandcolleaguesfromthefollowingorganisationsandHomeOfficeunitsprovidedvaluableinput
Anti-socialBehaviourUnitCrimeStrategyUnitJointPublicProtectionInformationUnitLegalAdviserrsquosBranchMinistryof JusticeNationalPolicingImprovementAgencyNeighbourhoodCrimeandJusticeGroupOffender-basedInterventionsUnitOfficeforSecurityandCounterTerrorismPreventInterventionsUnitPublicConfidenceUnitViolentCrimeUnitWelshAssemblyGovernment
33
Contents
Contents1 Introduction 5
11 Benefitsof informationsharing 6
12 Contentof theguide 7
2 definitions purposes of and the legal basis for information sharing 8
21 Typesof informationforsharing 8
22 Agenciesinvolvedininformationsharingforcommunitysafety 10
23 Thepurposeof informationsharinginaCSP 13
24 Legislationapplicabletoinformation-sharing 15
3 Information that should be shared 23
31 Applyingaproblem-orientedapproachtoinformation-sharing 23
32 MinimumdatasetsforCSPs 29
33 Dataavailableinaggregateform 42
4 How to share information 48
41 Barrierstoinformationsharing 48
42 Principlesof informationsharing 49
43 Processinginformation-sharingrequirements 51
44 Implementinganinformation-sharingframework 58
Appendices 61
Appendix1Geographicreferencingof recordsandsanitisinggeographicinformationandgeographiccoordinates 61
Appendix2Theroleandmanagementof thepartnershipanalystforinformationsharingandinformationuse 63
Appendix3Glossary 71
Appendix4Abbreviations 74
References 80
55
1 Introduction
1 IntroductionIntelligence-ledandoutcome-orientedpracticeliesattheheartof CommunitySafetyPartnerships(CSPs)beingthemosteffectivepossiblevehiclefortacklingcrimeandre-offendingatthelocallevelinEnglandandWalesToachievethisefficientandeffectiveinformationsharingbetweenrelevantpartnersisessential
Informationsharinginvolvesthetransferof informationfromoneagencytoanotherThiscanbeinformationthatistransferredviaelectronicmeansinpaperrecordsorverballybetweenCSPpartneragenciesThiscanincludethesharingof bothpersonalisedanddepersonalisedinformationaswellasnon-personalinformation
InformationsharinginmanyCSPsinEnglandandWaleshasmadesignificantstridessincethe1998CrimeandDisorderActSomeguidancehashelpedCSPsalongthewaybutmanyCSPscontinuetostruggleandcomeupagainstbarriersthatconstraintheminmakingbetteruseof therichsourcesof informationthatcanbesharedbetweenpartneragencies
ThisguidanceaimedatcommunitysafetypractitionersandtheirmanagersisdesignedtobecomprehensiveinhelpingCSPsimprovetheirinformationsharingsothattheycanusedatainordertobeconfidentandwellinformedinthedecisionsthattheymaketoimprovecommunitysafetyatthelocallevelTheguidanceidentifieswhatdatashouldbesharedprovidesclarityonlegislationandoffersadviceontheprocessesthatcanbeputinplacetohelpfacilitateinformationsharingTheguidanceaddressesinformationsharingbetweenlocalCSPpartnersratherthanbetweencentralgovernmentandregionalgovernmentagencies
TheguidedrawsfrompracticeandexperienceacrossEnglandandWalesImportantlytheguidegetsintothedetailof informationsharingby
bull identifyingthedata(rightdowntothedatafields)thatpartneragenciesandlocalneighbourhoodpractitionersshouldshare
bull describingthekeyprinciplestofollowwhensharinginformation
bull providingclarityonlegislationsothatpractitionerscanbeconfidentinwhatcanandwhatcannotbeshared
bull explainingtheprocessestoapplyinorderfordatatobefitforpurposeforlocal-levelintelligence-ledservicedeliveryand
bull suggestingaframeworkthatcanbeusedtohelpimproveuponexistingarrangementsforinformationsharing
Theappendixdescribesthetechnicalprocessof depersonalisinggeographicdataandexplainstherolesthatanalystsandnon-analystsshouldplayinaCSPtohelpfacilitateinformationsharingandtheassociateddevelopmentof intelligenceproductsTheappendixalsocontainsaglossaryof wordsandtermsusedinthisguidanceandpracticeadviceandalistof abbreviationsusefulforcommunitysafetypractitioners
66
Information sharing for community safety ndash Guidance and practice advice
11 BENEFITS OF INFORMATION SHARINg
ldquoInformationsharingisthecornerstoneof deliveringsharedunderstandingof theissuesandarrivingatsharedsolutionshellipTherightinformationenablespartnerstocarryoutevidence-basedtargetedcommunitysafetyinterventionsandtoevaluatetheirimpactTheimprovedoutcomeof anintelligence-ledproblem-solvingapproachtocommunitysafetycanonlybeachievedwhenpartnershaveaccesstorelevantrobustandup-to-dateinformationfromabroadrangeof sourcesrdquoDelivering Safer Communities a guide to effective partnership workingHomeOffice2007
Effectiveinformationsharingisfundamentaltosupportingthedevelopmentof CSPintelligenceandprovidinganevidencebaseonwhichthesepartnershipscanmakedecisionsThisdecisionmakingshouldthenhelpdirectappropriateresponsestopreventandreducecrimedisorderandanti-socialbehaviour(ASB)apprehendandprosecuteoffendersreducere-offendingaddressissuesassociatedwiththemisuseof drugsandalcoholandenhancepublicreassuranceandconfidenceintheservicesthatareinplacetoimprovecommunitysafety
TotackletheseissuesassociatedwithcommunitysafetyrequiresaresponsethatinvolvesmorethanoneagencyEachof theseagenciescollectsinformationthatrelatestocertaincommunitysafetyproblemssoinorderfortheseproblemstobeunderstooditrequireseachagencytosharethisinformationIf acertainproblemisonlyconsideredfromtheviewof asingleagencythenkeyaspectsof theproblemcanbemissedtheproblemcanbepoorlyunderstoodorevenmisunderstoodresultingindecisionsbeingmadeonlittlesubstanceandineffectiveresponsesbeingdeployed
Informationsharingthereforesupportsthreeimportantaspectsof CSPworking
bull Understanding the problemndashtacklingtheissuesassociatedwithcrimedisorderASBthemisuseof drugsandalcoholreducingre-offendingandpublicreassurancerequiresthenatureof eachproblemtobewellunderstoodTounderstandtheproblemrequiresinformationtobebroughttogetherfromarangeof agenciesThisentailsexploringpatternsrelatingtotheproblemandthendecidingontacticalinvestigativeorstrategicresponses(forexampletoinformIntegratedOffenderManagementarrangementsndashIOM)actionsformanagingthemostharmfulandproblematicindividuals(forexampleProlificandotherPriorityOffendersndashPPOs)andforsupportingthosethataremostvulnerabletovictimisation
bull Multi-agency in content multi-agency in outlookndashconsideringtheproblemusinginformationfromarangeof agenciesratherfromjustoneagencyleadsmorenaturallytoamulti-agencyresponseIf theproblemisonlyconsideredfromtheviewof asingleagencythenthenaturalreactionisoftenforthatagencytobeconsideredastheonlyonethatisinapositiontotackletheproblemTheinclusionof informationfromarangeof agencieshelpsthemtoidentifytherolethattheycanplayinrespondingtotheproblemanddeliveringamorejoined-upapproachtoaddressingit
bull Supports partnership workingndashif theproblemisconsideredusingarangeof agencyinformationthenthistendstoovercometherelianceononeagencyasthesinglesourceof informationandsolepurveyorof asolutiontotheproblemRelyingonjustoneagencytoprovideinformationandrespondtotheproblemwithlittleinputfromotheragenciescanunderminetheCSPandthespiritof partnershipworkingInformationsharinghelpstofosterandimproveinter-agencyrelationships
77
1 Introduction
Benefits of information sharing ndash a practical example
Consider the example of developing a multi-agency response to reduce the re-offending of Prolific and other Priority Offenders (PPOs) A number of agencies collect information relating to these individuals the police collect information on the offences that PPOs are known to have committed Probation may have carried out a recent OASys assessment on each PPO and the Drug and Alcohol Action Team may have the PPOs registered with them and hold data relating to their drug misuse To understand the issues associated with prolific offenders requires these data to be drawn together They can be used to help identify issues that relate to individuals as well as highlighting patterns that can be seen across all PPOs These could be issues associated with drug misuse unsuitable housing and lack of employment skills that are common to many prolific offenders and the partnership will need to decide upon the most appropriate multi-agency response If issues associated with prolific offenders were only considered by using data from one agency then certain aspects of the problem could be missed which in turn could impact upon key decisions about the suitability and timeliness of interventions to address an individualrsquos offending behaviour
Ultimatelythepersonalsafetyof millionsof peoplerestsonthedecisionstakenbystatutoryagenciesonthegroundAllpartnersengagedinworkrelatedtocommunitysafetyandwellbeinghavearesponsibilitytoshareinformationwheretheythinkthatactionmayneedtobetakenndashif ahousingofficerforexamplenoticessomethinguntowardonavisitsuitableandclearprocessesshouldbeinplacetoensurethatwhereappropriatetheinformationissharedwiththerelevantpartneragencyFailuretodosomaycompromiseboththesafetyof theindividualandtheprofessionalreputationof theagenciesinthepartnership
12 CONTENT OF THE gUIdE
TherearefourmainsectionstothisguideSection2providesimportantdefinitionsthatrelatetoinformationsharingandwhyinformationshouldbesharedSection3describeswhatinformationshouldbesharedandSection4describeshowitshouldbeshared
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
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r inf
orm
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g to
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port
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ion
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irem
ents
of C
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CSP
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PAR
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ON
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Cas
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Per
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ests
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eeting
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Enq
uiries
Ana
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form
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n fo
r an
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2Par
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ing
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ndash Fo
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anag
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tndash
To a
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t in
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llige
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port
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ps o
r in
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s
Cer
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ay b
e re
quired
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uest
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tner
1
Info
rmat
ion
Pro
cess
ing
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t (I
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)
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ure
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ion
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Dat
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e st
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e of
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bull M
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unts
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bull P
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g (c
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ing
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ting
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ay b
e so
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han
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ing
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ng b
y IP
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nt w
ith
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slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
NATIONAL SUPPORT FRAMEWORKDELIVERING SAFER ANDCONFIDENT COMMUNITIES
Information sharing for community safetyGuidance and practice advice
CONTENTSAcknowledgments 211 Benefitsof informationsharing 6Benefitsof informationsharingndashapracticalexample 712 Contentof theguide 721 Typesof informationforsharing 8Definitionsof typesof informationrecordedbylocalagencies 8Definitionsof typesof informationrecordedbylocalagencies(continued) 922 Agenciesinvolvedininformationsharingforcommunitysafety 10Informationsharingprotocols 10221 Responsibleauthorities 10222 Co-operatingbodies 11223 Relevantauthorities 11224 InformationsharingwithagenciesoutsidetheCSPrsquosjurisdictionalarea 11AgenciestoincludeassignatoriesontheInformationSharingProtocol 12225 TheWalesAccordfortheSharingof PersonalInformation 1323 Thepurposeof informationsharinginaCSP 13231 Informationforperformancemonitoring 14232 Informationtoassistinthedevelopmentof intelligenceproductsandidentifyandrespondtonewincidentsandemergingproblems 14233 Informationtosupportthedeliveryof servicestoparticulargroupsorindividuals 1424 Legislationapplicabletoinformationsharing 15241 Powersforsharinginformation 152411 TheCrimeandDisorderAct1998152412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009 162413 CriminalJusticeandCourtServiceAct2000 16242 Thelawgoverninginformationsharing 172421 HumanRightsAct1998 172422 TheCaldicottPrinciples 172423 Commonlawdutyof confidentiality 182424 Freedomof InformationAct2000 182425 DataProtectionAct1998 19DPASchedule2conditions 19DPASchedule3conditions 20Box1Remindingofficersof theirrolesandresponsibilitieswhenusingandhandlinginformationusedforcommunitysafety 2231 Applyingaproblem-orientedapproachtoinformationsharing 23311 Coredatasets 233111 Informationsharingtosupporttheoperationalbusinessprocessesof theCSP 233112 Informationsharingtosupportthegenerationof CSPintelligence 26312 Peripheraldata 2732 MinimumdatasetsforCSPs 29321 Policerecordedcrime(depersonaliseddata) 29322 Policeincidentrecords(depersonaliseddata) 31323 Council-recordedincidentsof ASBandenvironmentalcrime(depersonaliseddata) 32324 FireandRescueServicedeliberatefiresmaliciouscallsandassaultsonstaff (depersonalised) 32325 ProbationOASysassessments(depersonaliseddata) 33326 YouthOffendingService(YOS)assessments(depersonaliseddata) 33327 ProlificandotherPriorityOffenders(sensitivepersonaliseddata) 34328 Prisonreleases(personaliseddata) 34329 YoungOffenderInstitutionreleases(personaliseddata)353210 Drugtreatmentndashadults(depersonaliseddata) 353211 Drugtreatmentndashyoungpeople(depersonaliseddata) 363212 AdmissionstoAccidentandEmergency(AampE)departmentsforinjuriessustainedfromanassault(depersonaliseddata) 363213 Admissionstohospitalfordrugsandalcoholrelatedharm(depersonaliseddata) 373214 AmbulanceServicecallsforservice(depersonalised) 373215 Crimesonovergroundtrainsoratstations(depersonalised) 383216 Incidentsonlocaltrainstramsandstations(depersonaliseddata) 383217 Incidentsonlocalbuses(depersonaliseddata) 393218 Schoolexclusions(depersonaliseddata) 393219 EnvironmentAgencyrecordedenvironmentalcrime(personaliseddata) 403220 Policerecordedstopandsearch(depersonaliseddata) 413221 Policerecordedresultsof drugtestsfortriggeroffences(depersonaliseddata) 413222 Policerecordeddetectionstatusof offence(depersonaliseddata) 4233 Dataavailableinaggregateform 42331 iQUANTA(RESTRICTED) 42332 Ffynnonndashthepan-Walesperformancemanagementsystem(RESTRICTED) 42333 PlaceSurveys 42334 FacethePeopleinformation 43335 NeighbourhoodPolicingcommunityconsultations 43336 TellUsSurvey 43337 ProlificandotherPriorityOffendercohort(RESTRICTED) 43338 DIRWeb(RESTRICTED) 44339 Admissionsfordrugsandalcoholmisuse 443310 Drugandalcoholuseandtreatment(RESTRICTED)443311 Violentextremismandterrorism(RESTRICTED) 453312 Censusof Population 453313 NeighbourhoodStatistics 453314 Indexof Deprivation 453315 Majorhousingretailandotherconstructiondevelopments 463316 Calendarof publicandcommunityeventsandfestivities 4634 Metadata 4641 Barrierstoinformationsharing 4842 Principlesof informationsharing 49421 Principle1ExplainwhytheinformationwillhelptheCSP 49422 Principle2Identifythepotentialbenefitsfortheinformationsupplier 49423 Principle3Informationsharedmustbefitforpurpose50424 Principle4Dataaresecurelymanaged 51425 Principle5Dataareeasytoaccess 5143 Processinginformation-sharingrequirements 51431 Step1Identifytheinformationthatisrequiredandestablishthelegalbasisonwhichitcanbeshared 51432 Step2Identifythesourceof thisinformation 52434 Step3Explainwhytheinformationisrequiredandhowitwillbeused 53434 Step4Extractthedataandtransfertheinformation 53435 Step5Considerwhetheranyadditionalprocessingtasksarerequired 53436 Step6Storethedatasecurely 54Box2SunderlandCSPCyberArkVault 56Figure2Flowmodelsummarisingtheprocessesinvolvedinsharinginformationforcommunitysafetypurposes(performancemonitoringintelligencedevelopmentorservicedelivery) 57 5744 Implementinganinformation-sharingframework 58Figure3Processmodelforinformation-sharingtosupporttheinformationrequirementsof CSPs 59 59Box3ContractingoutinformationsharingprocessesinGreaterManchesterandtheNorthEastof England 60Appendix1Geographicreferencingof recordsandsanitisinggeographicinformationandgeographiccoordinates 611)Geographicreferencingof records 612)Sanitisinggeographicinformationandgeographicco-ordinates 61Appendix2Theroleandmanagementof thepartnershipanalystforinformationsharingandinformationuse 631)Amodelfororganisingandmanagingtheroleof theanalyst 632)Makinguseof analysisndashovercominginstitutionalorganisationalandmanagementbarriersintheuseof intelligenceproducts 642i)Educatetheusersof intelligenceproducts 652ii)Clearlydefinetheroleof theanalyst 652iii)Educatingtheanalyst 662iv)Dataquality 662v)Feedback 663)Managingandorganisingtheproductionof intelligenceproducts 67Box4Theimportanceof managementtosupportcrimeanalysisndashexperiencesfromGreaterManchester 68Appendix3Glossary 71Appendix4Abbreviations 74A 74B 74C 74D 75F 75G 75H 75I 75J 76K 76L 76M 76N 76O 77P 77Q 78R 78S 78T 78U 79V 79W 79Y 79
ACKNOWLEdgMENTS
ThisguidancehasbeenpreparedbySpencerChaineyof theJillDandoInstituteforCrimeScienceUniversityCollegeLondon
SpecialthanksareduetoPaulHartfromKnowsleyMetropolitanBoroughCouncilandBethCarlislefromtheCityandCountyof Swanseaforreadingthetextandcommentingfromtheperspectiveof practisinganalysts
KirstyGillanfromtheRegionalResearchandAnalysisProgrammeprovidedhelpfulcommentsthroughouttheprocessof draftingandcolleaguesfromthefollowingorganisationsandHomeOfficeunitsprovidedvaluableinput
Anti-socialBehaviourUnitCrimeStrategyUnitJointPublicProtectionInformationUnitLegalAdviserrsquosBranchMinistryof JusticeNationalPolicingImprovementAgencyNeighbourhoodCrimeandJusticeGroupOffender-basedInterventionsUnitOfficeforSecurityandCounterTerrorismPreventInterventionsUnitPublicConfidenceUnitViolentCrimeUnitWelshAssemblyGovernment
33
Contents
Contents1 Introduction 5
11 Benefitsof informationsharing 6
12 Contentof theguide 7
2 definitions purposes of and the legal basis for information sharing 8
21 Typesof informationforsharing 8
22 Agenciesinvolvedininformationsharingforcommunitysafety 10
23 Thepurposeof informationsharinginaCSP 13
24 Legislationapplicabletoinformation-sharing 15
3 Information that should be shared 23
31 Applyingaproblem-orientedapproachtoinformation-sharing 23
32 MinimumdatasetsforCSPs 29
33 Dataavailableinaggregateform 42
4 How to share information 48
41 Barrierstoinformationsharing 48
42 Principlesof informationsharing 49
43 Processinginformation-sharingrequirements 51
44 Implementinganinformation-sharingframework 58
Appendices 61
Appendix1Geographicreferencingof recordsandsanitisinggeographicinformationandgeographiccoordinates 61
Appendix2Theroleandmanagementof thepartnershipanalystforinformationsharingandinformationuse 63
Appendix3Glossary 71
Appendix4Abbreviations 74
References 80
55
1 Introduction
1 IntroductionIntelligence-ledandoutcome-orientedpracticeliesattheheartof CommunitySafetyPartnerships(CSPs)beingthemosteffectivepossiblevehiclefortacklingcrimeandre-offendingatthelocallevelinEnglandandWalesToachievethisefficientandeffectiveinformationsharingbetweenrelevantpartnersisessential
Informationsharinginvolvesthetransferof informationfromoneagencytoanotherThiscanbeinformationthatistransferredviaelectronicmeansinpaperrecordsorverballybetweenCSPpartneragenciesThiscanincludethesharingof bothpersonalisedanddepersonalisedinformationaswellasnon-personalinformation
InformationsharinginmanyCSPsinEnglandandWaleshasmadesignificantstridessincethe1998CrimeandDisorderActSomeguidancehashelpedCSPsalongthewaybutmanyCSPscontinuetostruggleandcomeupagainstbarriersthatconstraintheminmakingbetteruseof therichsourcesof informationthatcanbesharedbetweenpartneragencies
ThisguidanceaimedatcommunitysafetypractitionersandtheirmanagersisdesignedtobecomprehensiveinhelpingCSPsimprovetheirinformationsharingsothattheycanusedatainordertobeconfidentandwellinformedinthedecisionsthattheymaketoimprovecommunitysafetyatthelocallevelTheguidanceidentifieswhatdatashouldbesharedprovidesclarityonlegislationandoffersadviceontheprocessesthatcanbeputinplacetohelpfacilitateinformationsharingTheguidanceaddressesinformationsharingbetweenlocalCSPpartnersratherthanbetweencentralgovernmentandregionalgovernmentagencies
TheguidedrawsfrompracticeandexperienceacrossEnglandandWalesImportantlytheguidegetsintothedetailof informationsharingby
bull identifyingthedata(rightdowntothedatafields)thatpartneragenciesandlocalneighbourhoodpractitionersshouldshare
bull describingthekeyprinciplestofollowwhensharinginformation
bull providingclarityonlegislationsothatpractitionerscanbeconfidentinwhatcanandwhatcannotbeshared
bull explainingtheprocessestoapplyinorderfordatatobefitforpurposeforlocal-levelintelligence-ledservicedeliveryand
bull suggestingaframeworkthatcanbeusedtohelpimproveuponexistingarrangementsforinformationsharing
Theappendixdescribesthetechnicalprocessof depersonalisinggeographicdataandexplainstherolesthatanalystsandnon-analystsshouldplayinaCSPtohelpfacilitateinformationsharingandtheassociateddevelopmentof intelligenceproductsTheappendixalsocontainsaglossaryof wordsandtermsusedinthisguidanceandpracticeadviceandalistof abbreviationsusefulforcommunitysafetypractitioners
66
Information sharing for community safety ndash Guidance and practice advice
11 BENEFITS OF INFORMATION SHARINg
ldquoInformationsharingisthecornerstoneof deliveringsharedunderstandingof theissuesandarrivingatsharedsolutionshellipTherightinformationenablespartnerstocarryoutevidence-basedtargetedcommunitysafetyinterventionsandtoevaluatetheirimpactTheimprovedoutcomeof anintelligence-ledproblem-solvingapproachtocommunitysafetycanonlybeachievedwhenpartnershaveaccesstorelevantrobustandup-to-dateinformationfromabroadrangeof sourcesrdquoDelivering Safer Communities a guide to effective partnership workingHomeOffice2007
Effectiveinformationsharingisfundamentaltosupportingthedevelopmentof CSPintelligenceandprovidinganevidencebaseonwhichthesepartnershipscanmakedecisionsThisdecisionmakingshouldthenhelpdirectappropriateresponsestopreventandreducecrimedisorderandanti-socialbehaviour(ASB)apprehendandprosecuteoffendersreducere-offendingaddressissuesassociatedwiththemisuseof drugsandalcoholandenhancepublicreassuranceandconfidenceintheservicesthatareinplacetoimprovecommunitysafety
TotackletheseissuesassociatedwithcommunitysafetyrequiresaresponsethatinvolvesmorethanoneagencyEachof theseagenciescollectsinformationthatrelatestocertaincommunitysafetyproblemssoinorderfortheseproblemstobeunderstooditrequireseachagencytosharethisinformationIf acertainproblemisonlyconsideredfromtheviewof asingleagencythenkeyaspectsof theproblemcanbemissedtheproblemcanbepoorlyunderstoodorevenmisunderstoodresultingindecisionsbeingmadeonlittlesubstanceandineffectiveresponsesbeingdeployed
Informationsharingthereforesupportsthreeimportantaspectsof CSPworking
bull Understanding the problemndashtacklingtheissuesassociatedwithcrimedisorderASBthemisuseof drugsandalcoholreducingre-offendingandpublicreassurancerequiresthenatureof eachproblemtobewellunderstoodTounderstandtheproblemrequiresinformationtobebroughttogetherfromarangeof agenciesThisentailsexploringpatternsrelatingtotheproblemandthendecidingontacticalinvestigativeorstrategicresponses(forexampletoinformIntegratedOffenderManagementarrangementsndashIOM)actionsformanagingthemostharmfulandproblematicindividuals(forexampleProlificandotherPriorityOffendersndashPPOs)andforsupportingthosethataremostvulnerabletovictimisation
bull Multi-agency in content multi-agency in outlookndashconsideringtheproblemusinginformationfromarangeof agenciesratherfromjustoneagencyleadsmorenaturallytoamulti-agencyresponseIf theproblemisonlyconsideredfromtheviewof asingleagencythenthenaturalreactionisoftenforthatagencytobeconsideredastheonlyonethatisinapositiontotackletheproblemTheinclusionof informationfromarangeof agencieshelpsthemtoidentifytherolethattheycanplayinrespondingtotheproblemanddeliveringamorejoined-upapproachtoaddressingit
bull Supports partnership workingndashif theproblemisconsideredusingarangeof agencyinformationthenthistendstoovercometherelianceononeagencyasthesinglesourceof informationandsolepurveyorof asolutiontotheproblemRelyingonjustoneagencytoprovideinformationandrespondtotheproblemwithlittleinputfromotheragenciescanunderminetheCSPandthespiritof partnershipworkingInformationsharinghelpstofosterandimproveinter-agencyrelationships
77
1 Introduction
Benefits of information sharing ndash a practical example
Consider the example of developing a multi-agency response to reduce the re-offending of Prolific and other Priority Offenders (PPOs) A number of agencies collect information relating to these individuals the police collect information on the offences that PPOs are known to have committed Probation may have carried out a recent OASys assessment on each PPO and the Drug and Alcohol Action Team may have the PPOs registered with them and hold data relating to their drug misuse To understand the issues associated with prolific offenders requires these data to be drawn together They can be used to help identify issues that relate to individuals as well as highlighting patterns that can be seen across all PPOs These could be issues associated with drug misuse unsuitable housing and lack of employment skills that are common to many prolific offenders and the partnership will need to decide upon the most appropriate multi-agency response If issues associated with prolific offenders were only considered by using data from one agency then certain aspects of the problem could be missed which in turn could impact upon key decisions about the suitability and timeliness of interventions to address an individualrsquos offending behaviour
Ultimatelythepersonalsafetyof millionsof peoplerestsonthedecisionstakenbystatutoryagenciesonthegroundAllpartnersengagedinworkrelatedtocommunitysafetyandwellbeinghavearesponsibilitytoshareinformationwheretheythinkthatactionmayneedtobetakenndashif ahousingofficerforexamplenoticessomethinguntowardonavisitsuitableandclearprocessesshouldbeinplacetoensurethatwhereappropriatetheinformationissharedwiththerelevantpartneragencyFailuretodosomaycompromiseboththesafetyof theindividualandtheprofessionalreputationof theagenciesinthepartnership
12 CONTENT OF THE gUIdE
TherearefourmainsectionstothisguideSection2providesimportantdefinitionsthatrelatetoinformationsharingandwhyinformationshouldbesharedSection3describeswhatinformationshouldbesharedandSection4describeshowitshouldbeshared
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
ACKNOWLEdgMENTS
ThisguidancehasbeenpreparedbySpencerChaineyof theJillDandoInstituteforCrimeScienceUniversityCollegeLondon
SpecialthanksareduetoPaulHartfromKnowsleyMetropolitanBoroughCouncilandBethCarlislefromtheCityandCountyof Swanseaforreadingthetextandcommentingfromtheperspectiveof practisinganalysts
KirstyGillanfromtheRegionalResearchandAnalysisProgrammeprovidedhelpfulcommentsthroughouttheprocessof draftingandcolleaguesfromthefollowingorganisationsandHomeOfficeunitsprovidedvaluableinput
Anti-socialBehaviourUnitCrimeStrategyUnitJointPublicProtectionInformationUnitLegalAdviserrsquosBranchMinistryof JusticeNationalPolicingImprovementAgencyNeighbourhoodCrimeandJusticeGroupOffender-basedInterventionsUnitOfficeforSecurityandCounterTerrorismPreventInterventionsUnitPublicConfidenceUnitViolentCrimeUnitWelshAssemblyGovernment
33
Contents
Contents1 Introduction 5
11 Benefitsof informationsharing 6
12 Contentof theguide 7
2 definitions purposes of and the legal basis for information sharing 8
21 Typesof informationforsharing 8
22 Agenciesinvolvedininformationsharingforcommunitysafety 10
23 Thepurposeof informationsharinginaCSP 13
24 Legislationapplicabletoinformation-sharing 15
3 Information that should be shared 23
31 Applyingaproblem-orientedapproachtoinformation-sharing 23
32 MinimumdatasetsforCSPs 29
33 Dataavailableinaggregateform 42
4 How to share information 48
41 Barrierstoinformationsharing 48
42 Principlesof informationsharing 49
43 Processinginformation-sharingrequirements 51
44 Implementinganinformation-sharingframework 58
Appendices 61
Appendix1Geographicreferencingof recordsandsanitisinggeographicinformationandgeographiccoordinates 61
Appendix2Theroleandmanagementof thepartnershipanalystforinformationsharingandinformationuse 63
Appendix3Glossary 71
Appendix4Abbreviations 74
References 80
55
1 Introduction
1 IntroductionIntelligence-ledandoutcome-orientedpracticeliesattheheartof CommunitySafetyPartnerships(CSPs)beingthemosteffectivepossiblevehiclefortacklingcrimeandre-offendingatthelocallevelinEnglandandWalesToachievethisefficientandeffectiveinformationsharingbetweenrelevantpartnersisessential
Informationsharinginvolvesthetransferof informationfromoneagencytoanotherThiscanbeinformationthatistransferredviaelectronicmeansinpaperrecordsorverballybetweenCSPpartneragenciesThiscanincludethesharingof bothpersonalisedanddepersonalisedinformationaswellasnon-personalinformation
InformationsharinginmanyCSPsinEnglandandWaleshasmadesignificantstridessincethe1998CrimeandDisorderActSomeguidancehashelpedCSPsalongthewaybutmanyCSPscontinuetostruggleandcomeupagainstbarriersthatconstraintheminmakingbetteruseof therichsourcesof informationthatcanbesharedbetweenpartneragencies
ThisguidanceaimedatcommunitysafetypractitionersandtheirmanagersisdesignedtobecomprehensiveinhelpingCSPsimprovetheirinformationsharingsothattheycanusedatainordertobeconfidentandwellinformedinthedecisionsthattheymaketoimprovecommunitysafetyatthelocallevelTheguidanceidentifieswhatdatashouldbesharedprovidesclarityonlegislationandoffersadviceontheprocessesthatcanbeputinplacetohelpfacilitateinformationsharingTheguidanceaddressesinformationsharingbetweenlocalCSPpartnersratherthanbetweencentralgovernmentandregionalgovernmentagencies
TheguidedrawsfrompracticeandexperienceacrossEnglandandWalesImportantlytheguidegetsintothedetailof informationsharingby
bull identifyingthedata(rightdowntothedatafields)thatpartneragenciesandlocalneighbourhoodpractitionersshouldshare
bull describingthekeyprinciplestofollowwhensharinginformation
bull providingclarityonlegislationsothatpractitionerscanbeconfidentinwhatcanandwhatcannotbeshared
bull explainingtheprocessestoapplyinorderfordatatobefitforpurposeforlocal-levelintelligence-ledservicedeliveryand
bull suggestingaframeworkthatcanbeusedtohelpimproveuponexistingarrangementsforinformationsharing
Theappendixdescribesthetechnicalprocessof depersonalisinggeographicdataandexplainstherolesthatanalystsandnon-analystsshouldplayinaCSPtohelpfacilitateinformationsharingandtheassociateddevelopmentof intelligenceproductsTheappendixalsocontainsaglossaryof wordsandtermsusedinthisguidanceandpracticeadviceandalistof abbreviationsusefulforcommunitysafetypractitioners
66
Information sharing for community safety ndash Guidance and practice advice
11 BENEFITS OF INFORMATION SHARINg
ldquoInformationsharingisthecornerstoneof deliveringsharedunderstandingof theissuesandarrivingatsharedsolutionshellipTherightinformationenablespartnerstocarryoutevidence-basedtargetedcommunitysafetyinterventionsandtoevaluatetheirimpactTheimprovedoutcomeof anintelligence-ledproblem-solvingapproachtocommunitysafetycanonlybeachievedwhenpartnershaveaccesstorelevantrobustandup-to-dateinformationfromabroadrangeof sourcesrdquoDelivering Safer Communities a guide to effective partnership workingHomeOffice2007
Effectiveinformationsharingisfundamentaltosupportingthedevelopmentof CSPintelligenceandprovidinganevidencebaseonwhichthesepartnershipscanmakedecisionsThisdecisionmakingshouldthenhelpdirectappropriateresponsestopreventandreducecrimedisorderandanti-socialbehaviour(ASB)apprehendandprosecuteoffendersreducere-offendingaddressissuesassociatedwiththemisuseof drugsandalcoholandenhancepublicreassuranceandconfidenceintheservicesthatareinplacetoimprovecommunitysafety
TotackletheseissuesassociatedwithcommunitysafetyrequiresaresponsethatinvolvesmorethanoneagencyEachof theseagenciescollectsinformationthatrelatestocertaincommunitysafetyproblemssoinorderfortheseproblemstobeunderstooditrequireseachagencytosharethisinformationIf acertainproblemisonlyconsideredfromtheviewof asingleagencythenkeyaspectsof theproblemcanbemissedtheproblemcanbepoorlyunderstoodorevenmisunderstoodresultingindecisionsbeingmadeonlittlesubstanceandineffectiveresponsesbeingdeployed
Informationsharingthereforesupportsthreeimportantaspectsof CSPworking
bull Understanding the problemndashtacklingtheissuesassociatedwithcrimedisorderASBthemisuseof drugsandalcoholreducingre-offendingandpublicreassurancerequiresthenatureof eachproblemtobewellunderstoodTounderstandtheproblemrequiresinformationtobebroughttogetherfromarangeof agenciesThisentailsexploringpatternsrelatingtotheproblemandthendecidingontacticalinvestigativeorstrategicresponses(forexampletoinformIntegratedOffenderManagementarrangementsndashIOM)actionsformanagingthemostharmfulandproblematicindividuals(forexampleProlificandotherPriorityOffendersndashPPOs)andforsupportingthosethataremostvulnerabletovictimisation
bull Multi-agency in content multi-agency in outlookndashconsideringtheproblemusinginformationfromarangeof agenciesratherfromjustoneagencyleadsmorenaturallytoamulti-agencyresponseIf theproblemisonlyconsideredfromtheviewof asingleagencythenthenaturalreactionisoftenforthatagencytobeconsideredastheonlyonethatisinapositiontotackletheproblemTheinclusionof informationfromarangeof agencieshelpsthemtoidentifytherolethattheycanplayinrespondingtotheproblemanddeliveringamorejoined-upapproachtoaddressingit
bull Supports partnership workingndashif theproblemisconsideredusingarangeof agencyinformationthenthistendstoovercometherelianceononeagencyasthesinglesourceof informationandsolepurveyorof asolutiontotheproblemRelyingonjustoneagencytoprovideinformationandrespondtotheproblemwithlittleinputfromotheragenciescanunderminetheCSPandthespiritof partnershipworkingInformationsharinghelpstofosterandimproveinter-agencyrelationships
77
1 Introduction
Benefits of information sharing ndash a practical example
Consider the example of developing a multi-agency response to reduce the re-offending of Prolific and other Priority Offenders (PPOs) A number of agencies collect information relating to these individuals the police collect information on the offences that PPOs are known to have committed Probation may have carried out a recent OASys assessment on each PPO and the Drug and Alcohol Action Team may have the PPOs registered with them and hold data relating to their drug misuse To understand the issues associated with prolific offenders requires these data to be drawn together They can be used to help identify issues that relate to individuals as well as highlighting patterns that can be seen across all PPOs These could be issues associated with drug misuse unsuitable housing and lack of employment skills that are common to many prolific offenders and the partnership will need to decide upon the most appropriate multi-agency response If issues associated with prolific offenders were only considered by using data from one agency then certain aspects of the problem could be missed which in turn could impact upon key decisions about the suitability and timeliness of interventions to address an individualrsquos offending behaviour
Ultimatelythepersonalsafetyof millionsof peoplerestsonthedecisionstakenbystatutoryagenciesonthegroundAllpartnersengagedinworkrelatedtocommunitysafetyandwellbeinghavearesponsibilitytoshareinformationwheretheythinkthatactionmayneedtobetakenndashif ahousingofficerforexamplenoticessomethinguntowardonavisitsuitableandclearprocessesshouldbeinplacetoensurethatwhereappropriatetheinformationissharedwiththerelevantpartneragencyFailuretodosomaycompromiseboththesafetyof theindividualandtheprofessionalreputationof theagenciesinthepartnership
12 CONTENT OF THE gUIdE
TherearefourmainsectionstothisguideSection2providesimportantdefinitionsthatrelatetoinformationsharingandwhyinformationshouldbesharedSection3describeswhatinformationshouldbesharedandSection4describeshowitshouldbeshared
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
33
Contents
Contents1 Introduction 5
11 Benefitsof informationsharing 6
12 Contentof theguide 7
2 definitions purposes of and the legal basis for information sharing 8
21 Typesof informationforsharing 8
22 Agenciesinvolvedininformationsharingforcommunitysafety 10
23 Thepurposeof informationsharinginaCSP 13
24 Legislationapplicabletoinformation-sharing 15
3 Information that should be shared 23
31 Applyingaproblem-orientedapproachtoinformation-sharing 23
32 MinimumdatasetsforCSPs 29
33 Dataavailableinaggregateform 42
4 How to share information 48
41 Barrierstoinformationsharing 48
42 Principlesof informationsharing 49
43 Processinginformation-sharingrequirements 51
44 Implementinganinformation-sharingframework 58
Appendices 61
Appendix1Geographicreferencingof recordsandsanitisinggeographicinformationandgeographiccoordinates 61
Appendix2Theroleandmanagementof thepartnershipanalystforinformationsharingandinformationuse 63
Appendix3Glossary 71
Appendix4Abbreviations 74
References 80
55
1 Introduction
1 IntroductionIntelligence-ledandoutcome-orientedpracticeliesattheheartof CommunitySafetyPartnerships(CSPs)beingthemosteffectivepossiblevehiclefortacklingcrimeandre-offendingatthelocallevelinEnglandandWalesToachievethisefficientandeffectiveinformationsharingbetweenrelevantpartnersisessential
Informationsharinginvolvesthetransferof informationfromoneagencytoanotherThiscanbeinformationthatistransferredviaelectronicmeansinpaperrecordsorverballybetweenCSPpartneragenciesThiscanincludethesharingof bothpersonalisedanddepersonalisedinformationaswellasnon-personalinformation
InformationsharinginmanyCSPsinEnglandandWaleshasmadesignificantstridessincethe1998CrimeandDisorderActSomeguidancehashelpedCSPsalongthewaybutmanyCSPscontinuetostruggleandcomeupagainstbarriersthatconstraintheminmakingbetteruseof therichsourcesof informationthatcanbesharedbetweenpartneragencies
ThisguidanceaimedatcommunitysafetypractitionersandtheirmanagersisdesignedtobecomprehensiveinhelpingCSPsimprovetheirinformationsharingsothattheycanusedatainordertobeconfidentandwellinformedinthedecisionsthattheymaketoimprovecommunitysafetyatthelocallevelTheguidanceidentifieswhatdatashouldbesharedprovidesclarityonlegislationandoffersadviceontheprocessesthatcanbeputinplacetohelpfacilitateinformationsharingTheguidanceaddressesinformationsharingbetweenlocalCSPpartnersratherthanbetweencentralgovernmentandregionalgovernmentagencies
TheguidedrawsfrompracticeandexperienceacrossEnglandandWalesImportantlytheguidegetsintothedetailof informationsharingby
bull identifyingthedata(rightdowntothedatafields)thatpartneragenciesandlocalneighbourhoodpractitionersshouldshare
bull describingthekeyprinciplestofollowwhensharinginformation
bull providingclarityonlegislationsothatpractitionerscanbeconfidentinwhatcanandwhatcannotbeshared
bull explainingtheprocessestoapplyinorderfordatatobefitforpurposeforlocal-levelintelligence-ledservicedeliveryand
bull suggestingaframeworkthatcanbeusedtohelpimproveuponexistingarrangementsforinformationsharing
Theappendixdescribesthetechnicalprocessof depersonalisinggeographicdataandexplainstherolesthatanalystsandnon-analystsshouldplayinaCSPtohelpfacilitateinformationsharingandtheassociateddevelopmentof intelligenceproductsTheappendixalsocontainsaglossaryof wordsandtermsusedinthisguidanceandpracticeadviceandalistof abbreviationsusefulforcommunitysafetypractitioners
66
Information sharing for community safety ndash Guidance and practice advice
11 BENEFITS OF INFORMATION SHARINg
ldquoInformationsharingisthecornerstoneof deliveringsharedunderstandingof theissuesandarrivingatsharedsolutionshellipTherightinformationenablespartnerstocarryoutevidence-basedtargetedcommunitysafetyinterventionsandtoevaluatetheirimpactTheimprovedoutcomeof anintelligence-ledproblem-solvingapproachtocommunitysafetycanonlybeachievedwhenpartnershaveaccesstorelevantrobustandup-to-dateinformationfromabroadrangeof sourcesrdquoDelivering Safer Communities a guide to effective partnership workingHomeOffice2007
Effectiveinformationsharingisfundamentaltosupportingthedevelopmentof CSPintelligenceandprovidinganevidencebaseonwhichthesepartnershipscanmakedecisionsThisdecisionmakingshouldthenhelpdirectappropriateresponsestopreventandreducecrimedisorderandanti-socialbehaviour(ASB)apprehendandprosecuteoffendersreducere-offendingaddressissuesassociatedwiththemisuseof drugsandalcoholandenhancepublicreassuranceandconfidenceintheservicesthatareinplacetoimprovecommunitysafety
TotackletheseissuesassociatedwithcommunitysafetyrequiresaresponsethatinvolvesmorethanoneagencyEachof theseagenciescollectsinformationthatrelatestocertaincommunitysafetyproblemssoinorderfortheseproblemstobeunderstooditrequireseachagencytosharethisinformationIf acertainproblemisonlyconsideredfromtheviewof asingleagencythenkeyaspectsof theproblemcanbemissedtheproblemcanbepoorlyunderstoodorevenmisunderstoodresultingindecisionsbeingmadeonlittlesubstanceandineffectiveresponsesbeingdeployed
Informationsharingthereforesupportsthreeimportantaspectsof CSPworking
bull Understanding the problemndashtacklingtheissuesassociatedwithcrimedisorderASBthemisuseof drugsandalcoholreducingre-offendingandpublicreassurancerequiresthenatureof eachproblemtobewellunderstoodTounderstandtheproblemrequiresinformationtobebroughttogetherfromarangeof agenciesThisentailsexploringpatternsrelatingtotheproblemandthendecidingontacticalinvestigativeorstrategicresponses(forexampletoinformIntegratedOffenderManagementarrangementsndashIOM)actionsformanagingthemostharmfulandproblematicindividuals(forexampleProlificandotherPriorityOffendersndashPPOs)andforsupportingthosethataremostvulnerabletovictimisation
bull Multi-agency in content multi-agency in outlookndashconsideringtheproblemusinginformationfromarangeof agenciesratherfromjustoneagencyleadsmorenaturallytoamulti-agencyresponseIf theproblemisonlyconsideredfromtheviewof asingleagencythenthenaturalreactionisoftenforthatagencytobeconsideredastheonlyonethatisinapositiontotackletheproblemTheinclusionof informationfromarangeof agencieshelpsthemtoidentifytherolethattheycanplayinrespondingtotheproblemanddeliveringamorejoined-upapproachtoaddressingit
bull Supports partnership workingndashif theproblemisconsideredusingarangeof agencyinformationthenthistendstoovercometherelianceononeagencyasthesinglesourceof informationandsolepurveyorof asolutiontotheproblemRelyingonjustoneagencytoprovideinformationandrespondtotheproblemwithlittleinputfromotheragenciescanunderminetheCSPandthespiritof partnershipworkingInformationsharinghelpstofosterandimproveinter-agencyrelationships
77
1 Introduction
Benefits of information sharing ndash a practical example
Consider the example of developing a multi-agency response to reduce the re-offending of Prolific and other Priority Offenders (PPOs) A number of agencies collect information relating to these individuals the police collect information on the offences that PPOs are known to have committed Probation may have carried out a recent OASys assessment on each PPO and the Drug and Alcohol Action Team may have the PPOs registered with them and hold data relating to their drug misuse To understand the issues associated with prolific offenders requires these data to be drawn together They can be used to help identify issues that relate to individuals as well as highlighting patterns that can be seen across all PPOs These could be issues associated with drug misuse unsuitable housing and lack of employment skills that are common to many prolific offenders and the partnership will need to decide upon the most appropriate multi-agency response If issues associated with prolific offenders were only considered by using data from one agency then certain aspects of the problem could be missed which in turn could impact upon key decisions about the suitability and timeliness of interventions to address an individualrsquos offending behaviour
Ultimatelythepersonalsafetyof millionsof peoplerestsonthedecisionstakenbystatutoryagenciesonthegroundAllpartnersengagedinworkrelatedtocommunitysafetyandwellbeinghavearesponsibilitytoshareinformationwheretheythinkthatactionmayneedtobetakenndashif ahousingofficerforexamplenoticessomethinguntowardonavisitsuitableandclearprocessesshouldbeinplacetoensurethatwhereappropriatetheinformationissharedwiththerelevantpartneragencyFailuretodosomaycompromiseboththesafetyof theindividualandtheprofessionalreputationof theagenciesinthepartnership
12 CONTENT OF THE gUIdE
TherearefourmainsectionstothisguideSection2providesimportantdefinitionsthatrelatetoinformationsharingandwhyinformationshouldbesharedSection3describeswhatinformationshouldbesharedandSection4describeshowitshouldbeshared
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
55
1 Introduction
1 IntroductionIntelligence-ledandoutcome-orientedpracticeliesattheheartof CommunitySafetyPartnerships(CSPs)beingthemosteffectivepossiblevehiclefortacklingcrimeandre-offendingatthelocallevelinEnglandandWalesToachievethisefficientandeffectiveinformationsharingbetweenrelevantpartnersisessential
Informationsharinginvolvesthetransferof informationfromoneagencytoanotherThiscanbeinformationthatistransferredviaelectronicmeansinpaperrecordsorverballybetweenCSPpartneragenciesThiscanincludethesharingof bothpersonalisedanddepersonalisedinformationaswellasnon-personalinformation
InformationsharinginmanyCSPsinEnglandandWaleshasmadesignificantstridessincethe1998CrimeandDisorderActSomeguidancehashelpedCSPsalongthewaybutmanyCSPscontinuetostruggleandcomeupagainstbarriersthatconstraintheminmakingbetteruseof therichsourcesof informationthatcanbesharedbetweenpartneragencies
ThisguidanceaimedatcommunitysafetypractitionersandtheirmanagersisdesignedtobecomprehensiveinhelpingCSPsimprovetheirinformationsharingsothattheycanusedatainordertobeconfidentandwellinformedinthedecisionsthattheymaketoimprovecommunitysafetyatthelocallevelTheguidanceidentifieswhatdatashouldbesharedprovidesclarityonlegislationandoffersadviceontheprocessesthatcanbeputinplacetohelpfacilitateinformationsharingTheguidanceaddressesinformationsharingbetweenlocalCSPpartnersratherthanbetweencentralgovernmentandregionalgovernmentagencies
TheguidedrawsfrompracticeandexperienceacrossEnglandandWalesImportantlytheguidegetsintothedetailof informationsharingby
bull identifyingthedata(rightdowntothedatafields)thatpartneragenciesandlocalneighbourhoodpractitionersshouldshare
bull describingthekeyprinciplestofollowwhensharinginformation
bull providingclarityonlegislationsothatpractitionerscanbeconfidentinwhatcanandwhatcannotbeshared
bull explainingtheprocessestoapplyinorderfordatatobefitforpurposeforlocal-levelintelligence-ledservicedeliveryand
bull suggestingaframeworkthatcanbeusedtohelpimproveuponexistingarrangementsforinformationsharing
Theappendixdescribesthetechnicalprocessof depersonalisinggeographicdataandexplainstherolesthatanalystsandnon-analystsshouldplayinaCSPtohelpfacilitateinformationsharingandtheassociateddevelopmentof intelligenceproductsTheappendixalsocontainsaglossaryof wordsandtermsusedinthisguidanceandpracticeadviceandalistof abbreviationsusefulforcommunitysafetypractitioners
66
Information sharing for community safety ndash Guidance and practice advice
11 BENEFITS OF INFORMATION SHARINg
ldquoInformationsharingisthecornerstoneof deliveringsharedunderstandingof theissuesandarrivingatsharedsolutionshellipTherightinformationenablespartnerstocarryoutevidence-basedtargetedcommunitysafetyinterventionsandtoevaluatetheirimpactTheimprovedoutcomeof anintelligence-ledproblem-solvingapproachtocommunitysafetycanonlybeachievedwhenpartnershaveaccesstorelevantrobustandup-to-dateinformationfromabroadrangeof sourcesrdquoDelivering Safer Communities a guide to effective partnership workingHomeOffice2007
Effectiveinformationsharingisfundamentaltosupportingthedevelopmentof CSPintelligenceandprovidinganevidencebaseonwhichthesepartnershipscanmakedecisionsThisdecisionmakingshouldthenhelpdirectappropriateresponsestopreventandreducecrimedisorderandanti-socialbehaviour(ASB)apprehendandprosecuteoffendersreducere-offendingaddressissuesassociatedwiththemisuseof drugsandalcoholandenhancepublicreassuranceandconfidenceintheservicesthatareinplacetoimprovecommunitysafety
TotackletheseissuesassociatedwithcommunitysafetyrequiresaresponsethatinvolvesmorethanoneagencyEachof theseagenciescollectsinformationthatrelatestocertaincommunitysafetyproblemssoinorderfortheseproblemstobeunderstooditrequireseachagencytosharethisinformationIf acertainproblemisonlyconsideredfromtheviewof asingleagencythenkeyaspectsof theproblemcanbemissedtheproblemcanbepoorlyunderstoodorevenmisunderstoodresultingindecisionsbeingmadeonlittlesubstanceandineffectiveresponsesbeingdeployed
Informationsharingthereforesupportsthreeimportantaspectsof CSPworking
bull Understanding the problemndashtacklingtheissuesassociatedwithcrimedisorderASBthemisuseof drugsandalcoholreducingre-offendingandpublicreassurancerequiresthenatureof eachproblemtobewellunderstoodTounderstandtheproblemrequiresinformationtobebroughttogetherfromarangeof agenciesThisentailsexploringpatternsrelatingtotheproblemandthendecidingontacticalinvestigativeorstrategicresponses(forexampletoinformIntegratedOffenderManagementarrangementsndashIOM)actionsformanagingthemostharmfulandproblematicindividuals(forexampleProlificandotherPriorityOffendersndashPPOs)andforsupportingthosethataremostvulnerabletovictimisation
bull Multi-agency in content multi-agency in outlookndashconsideringtheproblemusinginformationfromarangeof agenciesratherfromjustoneagencyleadsmorenaturallytoamulti-agencyresponseIf theproblemisonlyconsideredfromtheviewof asingleagencythenthenaturalreactionisoftenforthatagencytobeconsideredastheonlyonethatisinapositiontotackletheproblemTheinclusionof informationfromarangeof agencieshelpsthemtoidentifytherolethattheycanplayinrespondingtotheproblemanddeliveringamorejoined-upapproachtoaddressingit
bull Supports partnership workingndashif theproblemisconsideredusingarangeof agencyinformationthenthistendstoovercometherelianceononeagencyasthesinglesourceof informationandsolepurveyorof asolutiontotheproblemRelyingonjustoneagencytoprovideinformationandrespondtotheproblemwithlittleinputfromotheragenciescanunderminetheCSPandthespiritof partnershipworkingInformationsharinghelpstofosterandimproveinter-agencyrelationships
77
1 Introduction
Benefits of information sharing ndash a practical example
Consider the example of developing a multi-agency response to reduce the re-offending of Prolific and other Priority Offenders (PPOs) A number of agencies collect information relating to these individuals the police collect information on the offences that PPOs are known to have committed Probation may have carried out a recent OASys assessment on each PPO and the Drug and Alcohol Action Team may have the PPOs registered with them and hold data relating to their drug misuse To understand the issues associated with prolific offenders requires these data to be drawn together They can be used to help identify issues that relate to individuals as well as highlighting patterns that can be seen across all PPOs These could be issues associated with drug misuse unsuitable housing and lack of employment skills that are common to many prolific offenders and the partnership will need to decide upon the most appropriate multi-agency response If issues associated with prolific offenders were only considered by using data from one agency then certain aspects of the problem could be missed which in turn could impact upon key decisions about the suitability and timeliness of interventions to address an individualrsquos offending behaviour
Ultimatelythepersonalsafetyof millionsof peoplerestsonthedecisionstakenbystatutoryagenciesonthegroundAllpartnersengagedinworkrelatedtocommunitysafetyandwellbeinghavearesponsibilitytoshareinformationwheretheythinkthatactionmayneedtobetakenndashif ahousingofficerforexamplenoticessomethinguntowardonavisitsuitableandclearprocessesshouldbeinplacetoensurethatwhereappropriatetheinformationissharedwiththerelevantpartneragencyFailuretodosomaycompromiseboththesafetyof theindividualandtheprofessionalreputationof theagenciesinthepartnership
12 CONTENT OF THE gUIdE
TherearefourmainsectionstothisguideSection2providesimportantdefinitionsthatrelatetoinformationsharingandwhyinformationshouldbesharedSection3describeswhatinformationshouldbesharedandSection4describeshowitshouldbeshared
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
66
Information sharing for community safety ndash Guidance and practice advice
11 BENEFITS OF INFORMATION SHARINg
ldquoInformationsharingisthecornerstoneof deliveringsharedunderstandingof theissuesandarrivingatsharedsolutionshellipTherightinformationenablespartnerstocarryoutevidence-basedtargetedcommunitysafetyinterventionsandtoevaluatetheirimpactTheimprovedoutcomeof anintelligence-ledproblem-solvingapproachtocommunitysafetycanonlybeachievedwhenpartnershaveaccesstorelevantrobustandup-to-dateinformationfromabroadrangeof sourcesrdquoDelivering Safer Communities a guide to effective partnership workingHomeOffice2007
Effectiveinformationsharingisfundamentaltosupportingthedevelopmentof CSPintelligenceandprovidinganevidencebaseonwhichthesepartnershipscanmakedecisionsThisdecisionmakingshouldthenhelpdirectappropriateresponsestopreventandreducecrimedisorderandanti-socialbehaviour(ASB)apprehendandprosecuteoffendersreducere-offendingaddressissuesassociatedwiththemisuseof drugsandalcoholandenhancepublicreassuranceandconfidenceintheservicesthatareinplacetoimprovecommunitysafety
TotackletheseissuesassociatedwithcommunitysafetyrequiresaresponsethatinvolvesmorethanoneagencyEachof theseagenciescollectsinformationthatrelatestocertaincommunitysafetyproblemssoinorderfortheseproblemstobeunderstooditrequireseachagencytosharethisinformationIf acertainproblemisonlyconsideredfromtheviewof asingleagencythenkeyaspectsof theproblemcanbemissedtheproblemcanbepoorlyunderstoodorevenmisunderstoodresultingindecisionsbeingmadeonlittlesubstanceandineffectiveresponsesbeingdeployed
Informationsharingthereforesupportsthreeimportantaspectsof CSPworking
bull Understanding the problemndashtacklingtheissuesassociatedwithcrimedisorderASBthemisuseof drugsandalcoholreducingre-offendingandpublicreassurancerequiresthenatureof eachproblemtobewellunderstoodTounderstandtheproblemrequiresinformationtobebroughttogetherfromarangeof agenciesThisentailsexploringpatternsrelatingtotheproblemandthendecidingontacticalinvestigativeorstrategicresponses(forexampletoinformIntegratedOffenderManagementarrangementsndashIOM)actionsformanagingthemostharmfulandproblematicindividuals(forexampleProlificandotherPriorityOffendersndashPPOs)andforsupportingthosethataremostvulnerabletovictimisation
bull Multi-agency in content multi-agency in outlookndashconsideringtheproblemusinginformationfromarangeof agenciesratherfromjustoneagencyleadsmorenaturallytoamulti-agencyresponseIf theproblemisonlyconsideredfromtheviewof asingleagencythenthenaturalreactionisoftenforthatagencytobeconsideredastheonlyonethatisinapositiontotackletheproblemTheinclusionof informationfromarangeof agencieshelpsthemtoidentifytherolethattheycanplayinrespondingtotheproblemanddeliveringamorejoined-upapproachtoaddressingit
bull Supports partnership workingndashif theproblemisconsideredusingarangeof agencyinformationthenthistendstoovercometherelianceononeagencyasthesinglesourceof informationandsolepurveyorof asolutiontotheproblemRelyingonjustoneagencytoprovideinformationandrespondtotheproblemwithlittleinputfromotheragenciescanunderminetheCSPandthespiritof partnershipworkingInformationsharinghelpstofosterandimproveinter-agencyrelationships
77
1 Introduction
Benefits of information sharing ndash a practical example
Consider the example of developing a multi-agency response to reduce the re-offending of Prolific and other Priority Offenders (PPOs) A number of agencies collect information relating to these individuals the police collect information on the offences that PPOs are known to have committed Probation may have carried out a recent OASys assessment on each PPO and the Drug and Alcohol Action Team may have the PPOs registered with them and hold data relating to their drug misuse To understand the issues associated with prolific offenders requires these data to be drawn together They can be used to help identify issues that relate to individuals as well as highlighting patterns that can be seen across all PPOs These could be issues associated with drug misuse unsuitable housing and lack of employment skills that are common to many prolific offenders and the partnership will need to decide upon the most appropriate multi-agency response If issues associated with prolific offenders were only considered by using data from one agency then certain aspects of the problem could be missed which in turn could impact upon key decisions about the suitability and timeliness of interventions to address an individualrsquos offending behaviour
Ultimatelythepersonalsafetyof millionsof peoplerestsonthedecisionstakenbystatutoryagenciesonthegroundAllpartnersengagedinworkrelatedtocommunitysafetyandwellbeinghavearesponsibilitytoshareinformationwheretheythinkthatactionmayneedtobetakenndashif ahousingofficerforexamplenoticessomethinguntowardonavisitsuitableandclearprocessesshouldbeinplacetoensurethatwhereappropriatetheinformationissharedwiththerelevantpartneragencyFailuretodosomaycompromiseboththesafetyof theindividualandtheprofessionalreputationof theagenciesinthepartnership
12 CONTENT OF THE gUIdE
TherearefourmainsectionstothisguideSection2providesimportantdefinitionsthatrelatetoinformationsharingandwhyinformationshouldbesharedSection3describeswhatinformationshouldbesharedandSection4describeshowitshouldbeshared
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
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Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
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Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
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Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
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4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
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Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
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4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
77
1 Introduction
Benefits of information sharing ndash a practical example
Consider the example of developing a multi-agency response to reduce the re-offending of Prolific and other Priority Offenders (PPOs) A number of agencies collect information relating to these individuals the police collect information on the offences that PPOs are known to have committed Probation may have carried out a recent OASys assessment on each PPO and the Drug and Alcohol Action Team may have the PPOs registered with them and hold data relating to their drug misuse To understand the issues associated with prolific offenders requires these data to be drawn together They can be used to help identify issues that relate to individuals as well as highlighting patterns that can be seen across all PPOs These could be issues associated with drug misuse unsuitable housing and lack of employment skills that are common to many prolific offenders and the partnership will need to decide upon the most appropriate multi-agency response If issues associated with prolific offenders were only considered by using data from one agency then certain aspects of the problem could be missed which in turn could impact upon key decisions about the suitability and timeliness of interventions to address an individualrsquos offending behaviour
Ultimatelythepersonalsafetyof millionsof peoplerestsonthedecisionstakenbystatutoryagenciesonthegroundAllpartnersengagedinworkrelatedtocommunitysafetyandwellbeinghavearesponsibilitytoshareinformationwheretheythinkthatactionmayneedtobetakenndashif ahousingofficerforexamplenoticessomethinguntowardonavisitsuitableandclearprocessesshouldbeinplacetoensurethatwhereappropriatetheinformationissharedwiththerelevantpartneragencyFailuretodosomaycompromiseboththesafetyof theindividualandtheprofessionalreputationof theagenciesinthepartnership
12 CONTENT OF THE gUIdE
TherearefourmainsectionstothisguideSection2providesimportantdefinitionsthatrelatetoinformationsharingandwhyinformationshouldbesharedSection3describeswhatinformationshouldbesharedandSection4describeshowitshouldbeshared
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
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Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
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Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
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Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
88
Information sharing for community safety ndash Guidance and practice advice
2 Definitions purposes of and the legal basis for information sharing
Inthissectionwedefinethetypesof informationtobesharedtheagenciesthatareinvolvedinCSPinformationsharingandthelegalbasisforinformationsharing
21 TyPES OF INFORMATION FOR SHARINg
Ingeneraltherearethreemaincategoriesof informationthatarerelevanttoCSPs
bull Aggregate information that is publicly availablendashthisisinformationthathasbeenaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardandispublishedinthepublicdomainThisincludesadministrativedataandCensusof PopulationdatapublishedbytheOfficeforNationalStatisticsontheNeighbourhoodStatisticsServiceandothermoreparticularservicessuchasPublicHealthObservatoriesThistypeof informationcanbefreelysharedasitisalreadyinthepublicdomain
bull Aggregate information that requires authorisation to accessndashthisisinformationthatisaggregatedintocertaingroupssuchasgenderageortoageographicareasuchasalocalauthoritywardbutwhichcanonlybeaccessedbyCSPsusingtheauthorisationproceduresthatarerelevanttothatdatasourceForexamplethisincludesdatapublishedoniQuantaandDIRWebwhereausernameandpasswordarerequiredandonlygiventothosewhoareauthorisedtoaccessthisinformationThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSPandshouldnotbesharedwithagenciesthatarenotauthorisedtohaveaccesstothesedata
bull Case level information recorded by local agenciesndashthistypeof informationcanbecategorisedasfallingintothreetypesndashpersonalinformationsensitivepersonalinformationanddepersonalisedinformationThesetypesof informationcaneitherberecordedasdatarecordsstoredelectronicallyonadatabasesuchasJTrackorasinformationrecordedonaformorareportineitherpaper(orsomeotherhardcopy)orelectronicformatForexamplethistypeof informationmayincludepolicerecordedcrimedatacaseandoffendermanagementrecordsdetailsaboutadomesticviolenceincidentProbationdatadatarecordedbyalocalauthorityaboutanti-socialbehaviourincidentsandFireandRescueServiceincidentsThistypeof informationcanonlybesharedamongtheagenciesthatareidentifiedintheCSP
definitions of types of information recorded by local agencies
A Personal data (defined by the Data Protection Act 1998)
Personal data is any information that either by itself or in combination with other information held or likely to come into the possession of the holder however recorded can identify a living individual The sharing of personal information within a CSP is possible when decisions regarding particular interventions with individuals are discussed or made
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
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Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
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Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
99
2 Definitions purposes of and the legal basis for information sharing
definitions of types of information recorded by local agencies (continued)
B Sensitive personal data (defined by the Data Protection Act 1998)
Sensitive personal data is a subset of personal data It is defined as information describing in relation to the data subject
bull racial and ethnic origin
bull political opinions
bull religious beliefs or other beliefs of a similar nature
bull membership of a trade union
bull physical or mental health condition
bull sexual life
bull commission or alleged commission of any offence or
bull any proceeding for any offence committed or alleged to have been committed by the subject the disposal of such proceedings or the sentence of any court in such proceedings
In relation to community safety information that should also be treated as sensitive personal data includes
bull Information relating to victims
bull Information relating to witnesses
C Depersonalised data (defined by the Crime and Disorder (Overview and Scrutiny) Regulations 2009)
Depersonalised information refers to information that does not constitute personal data under the Data Protection Act 1998 Depersonalised information can not be used in any way to identify a living individual No recipient of the depersonalised information should have the ability to lsquorecreatersquo certain attributes of the personal data using other information they may be able to access and hence identify an individual Depersonalised information is created by lsquoanonymisingrsquo (sometimes also referred to as lsquosanitisingrsquo) personal data Depersonalised information could include aggregated counts of the number of crimes in a specific area such as a local authority ward or the original recorded data albeit stripped of attributes that identify an individual
D Protectively marked information
Protectively marked information ndash normally marked as lsquoRESTRICTEDrsquo or lsquoPROTECTrsquo ndash in a CSP must be shared and stored in accordance with government procedures In a CSP intelligence documents should usually be marked as lsquoRESTRICTEDrsquo because they contain information that should only be made available to its intended audience and can only be more widely published with the permission of the supplier from which the information originated
The Protective Marking System (often referred to as the Government Protective Marking SystemScheme or GPMS) is the Governmentrsquos administrative system to ensure that access to information and other assets is correctly managed and safeguarded to an agreed and proportionate level throughout their lifecycle including creation storage transmission and destruction (see p54)
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1010
Information sharing for community safety ndash Guidance and practice advice
22 AgENCIES INvOLvEd IN INFORMATION SHARINg FOR COMMUNITy SAFETy
Weexplainkeyfeaturesof thelegislationrelevanttoagenciesinvolvedincommunitysafetyinformationsharinginSection24butinthissectionwebeginbydefiningthesegroupsandidentifytheagenciestowhominformationsharingforcommunitysafetyisapplicableTheagencieswhomayshareinformationrelatingtocommunitysafetyshouldbespecifiedinanInformationSharingProtocolwhicheachagencywishingtoshareinformationshouldbesignedupto
Information sharing protocols
An information sharing protocol (ISP) should provide an agreed framework which underpins the work of CSPs and their partner agencies in the exchange and use of information In particular the ISP should
bull facilitate the secure sharing of information between CSPs and partner agencies
bull govern the secure use and management of information by CSPs
bull enable the responsible authorities in a CSP to meet their legislative obligations effectively eg Section 17 of the Crime and Disorder Act 1998 (as amended by the Police and Justice Act 2006 and the Policing and Crime Act 2009) and
bull ensure that clear processes are in place for the partnership to respond to Freedom of Information requests including those occasions when a request is made for information from one agency which originated from another partner agency (in this situation the agency who received the request should consult with the originating authority before any information is released)
This guidance does not provide a template for information sharing protocols Instead readers are referred to the Home Office Crime Reduction website where examples are available wwwcrimereductiongovuk (The North East Community Safety Partnership Information Sharing Protocol provides a comprehensive example and will be available on the website from May 2010)
221 Responsible authorities
ResponsibleauthoritiesareunderastatutorydutytoensurethattheycometogetherandworkinpartnershipinaCSPToworkinpartnershiprequiresinformationtobesharedbetweentheseagenciesTheresponsibleauthoritiesare
bull Districtcouncilboroughcouncilunitaryauthorityorcountycouncil
bull Policeforce
bull PoliceAuthority
bull FireandRescueAuthority
bull PrimaryCareTrustsinEnglandandLocalHealthBoardsinWales
bull ProbationTrusts
Designated Liaison Officers for information sharingndasheachresponsibleauthorityhasthestatutorydutytonominateaDesignatedLiaisonOfficerwhoseroleistoproactivelyfacilitateinformationsharingbetweenpartneragenciesensurelegislationisadheredtoandthatatleasttheminimuminformationsharingrequirementsarecompliedwith
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1111
2 Definitions purposes of and the legal basis for information sharing
222 Co-operating bodies
Co-operatingbodiesarethoseagenciesthatareimportantinsupportingthebusinessprocessesof theCSPincludingthedevelopmentof intelligenceaboutcommunitysafetyissuesandtheimplementationof thePartnershipPlanTosupportthebusinessprocessesof theCSPinformationneedstobesharedbetweentheseagenciesTheco-operatingbodiesprescribedbyorderare
bull parishcouncils
bull NHSTrusts
bull NHSFoundationTrusts
bull RegisteredSocialLandlords
bull proprietorsof independentschools
bull governingbodiesof schoolsandfurthereducationinstitutions
bull agenciesappropriatefortheparticularlocationorcircumstancesof theCSPforexampletheForestryCommission
Responsibleauthoritiesshouldalsoinvitetheco-operationof relevantvoluntarycommunityandprivategroupsbutwhoseaccesstoinformationmayneedtobelimitedTheselimitationsshouldattheveryleastbedefinedinanISP
223 Relevant authorities
Theeffectof Section115of theCrimeandDisorderAct1998istoallowinformationtobesharedforthepurposesof communitysafetybetweenanumberof lsquorelevantauthoritiesrsquoWeexplaintheCrimeandDisorderActanditsrelevancetoinformationsharinginmoredetailinsection24Therelevantauthoritiesaredefinedas
bull Policeforces
bull Policeauthorities
bull Localauthoritiesndashdistrictcouncilsboroughcouncilsunitaryauthoritiesandcountycouncils
bull ProbationBoardsandTrusts
bull FireandRescueauthorities(inpracticeitisthelocalFireandRescueServiceitself thatsitsonthepartnership)
bull HealthauthoritiesndashPrimaryCareTrusts(inEngland)LocalHealthBoards(inWales)StrategicHealthAuthorityNHSTrustandNHSFoundationTrusts
bull RegisteredSocialLandlords
bull TransportforLondon
224 Information sharing with agencies outside the CSPrsquos jurisdictional area
Onoccasiontheremaybearequirementtoshareinformationwithagenciesoperatingoutsidethejurisdictionalareaof theCSPForinstancethiscouldincludeaneighbouringpoliceforceorlocalcouncilOntheseoccasionsandinaccordancewiththeDataProtectionAct(seeSection24)informationsharingispossiblebutonlywithintheconditionsof theISPsforeachof therelevantjurisdictionalareasfortheCSPsthatwishtosharethisinformation
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1212
Information sharing for community safety ndash Guidance and practice advice
Agencies to include as signatories on the Information Sharing Protocol
The ISP should be signed by those agencies that are approved by the responsible authorities as those who should be involved in local information sharing It is often useful to list two groups of agencies to distinguish between those that have a central role in information sharing and those that do not This helps to keep a tighter reign on the circulation of information but it should not constrain partnership work and should still allow the second group to access depersonalised information
The agencies to include on an ISP and who should play a central role in the sharing of information for community safety are
bull Police Force
bull Police Authority
bull District council borough council unitary authority or county council
bull Fire and Rescue ServiceAuthority
bull Primary Care TrustLocal Health Board
bull Probation Trust
bull Strategic Health Authority
bull NHS Trusts
bull Mental Health Trusts
bull Ambulance Service
bull Youth Offending Service
bull Drugs and Alcohol Action Team
bull Criminal Justice Board
bull Crown Prosecution Service
bull HM Courts Service
bull HM Prison Service and contracted prisons
bull Young Offender Institutions
bull Housing Associations and other Registered Social Landlords
bull Victim Support
bull Voluntary agencies who provide specialist services such as those for drug and alcohol treatment and victim support for sexual assault and domestic abuse
The second group of agencies are usually those that are only required to share information on a very occasional basis and are most often not required to share personal information This could include local business and community groups and other voluntary groups who do not provide specialist services
Any agency wishing to become a lsquopartnerrsquo (and hence involved in information sharing) should only do so with the consent of all the responsible authorities
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1313
2 Definitions purposes of and the legal basis for information sharing
225 The Wales Accord for the Sharing of Personal Information
InWalestheAccordontheSharingof PersonalInformation(WASPI)providesanaddedbasistoenableservice-providingorganisationsdirectlyconcernedwiththewellbeingof anindividualtoshareinformationbetweentheminalawfulandintelligentwayWASPIisaframeworkthatfacilitatesthisbyestablishingagreedrequirementsandmechanismsfortheexchangeof personalinformationbetweenpartiesinaninformationsharingcommunityThiscommunitycanconsistof anynumberof organisationsandcanincludepublicsectorvoluntarysectorprivateandindependentorganisationsThereisnolimitationtowhoisabletosignuptotheWASPIandimplementitsrequirements
TheWASPIframeworkismadeupof twoparts
bull TheAccordndashthecommonsetof corporateprinciplesandstandardsunderwhichpartnerorganisationswillshareinformationItrecordsthecommitmentof SeniorOfficersineachparticipatingorganisationtomeetagreedstandardsforthesharingof personalinformation
bull ThePersonalInformationSharingProtocol(PISP)ndashaPISPfocusesonthepurposesunderlyingthesharingof specificsetsof informationItisintendedforoperationalmanagementandstaff andprovidesthedetailsof theprocessesforsharinginformationthespecificpurposesservedthepeopleitimpactsupontherelevantlegislativepowerswhatdataistobesharedtheconsentprocessesinvolvedanyrequiredoperationalproceduresandtheprocessforreviewThePISPcommunicatestopractitionerstheoperationalrequirementssettingoutthewhowhatwhywherewhenandhowof sharinginformation
OnlyoneAccordisrequiredforaregionwhiletherewillbemanyPISPs
AlthoughoriginatinginWalestheWASPIframeworkcaneasilytransferacrosstoEnglishinformationsharingcommunitiesastheprinciplesanddeliveryfitwithmostCSPsituations
MoredetailsaboutWASPIcanbeaccessedfromherewwwwalesnhsukwaspi
23 THE PURPOSE OF INFORMATION SHARINg IN A CSP
Thepurposesof informationsharinginaCSPgenerallyfallintothreemaincategories
bull tosupportperformancemonitoring
bull todevelopintelligenceintheformof intelligenceproducts(suchasstrategicassessmentsproblemprofilesandtacticalassessments)andtoidentifynewincidentsandemergingproblemsand
bull tosupportthedeliveryof servicestoparticulargroupsorindividuals
Thesethreecategoriesdiffermainlyintermsof thedetailscontainedintheinformationthatisrequiredthegeographicallevelatwhichinformationisavailable(egdistrictoraddress-baseddata)andthetimelinessof itssupply
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1414
Information sharing for community safety ndash Guidance and practice advice
Understandinglocalneighbourhoodneedsisavitalpartof improvingcommunitysafetyandbuildingneighbourhoodconfidenceSharinginformationhelpsagenciestounderstandlocalcommunityneedsdetermineprioritiesandconsiderhowtobestallocateresourcesthroughpublicservices1
231 Information for performance monitoring
InformationisusedforthispurposetoenabletheCSPtomonitortrendsanditsperformanceagainstitstargetsThismayincludethemonitoringof performanceagainstPublicSectorAgreementtargetsNationalIndicators(inEngland)andlocaltargetssetinrelationtothePartnershipPlanThetypeof informationthatmostusuallyfallsintothiscategoryisaggregateinformationthatisinthepublicdomainoraggregateinformationthatcanbeaccessedusingauthorisationprocedures
InsomecircumstancesinformationthatisrequiredforperformancemonitoringmayrequireaspecificprocessingtasktobeperformedThisoftenrequiresaggregatinginformationstoredonrecordingsystemsratherthansourcinginformationthatisnormallypublishedinaggregateformForexampleinformationonrepeatincidentsof domesticviolencemayrequirethelocalpoliceforcetocollateindividualrecordsinordertoprovidethismeasureandshareitwithlocalpartners
232 Information to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
Informationusedfordevelopingintelligenceproductssuchasstrategicassessmentsandproblemprofilesshouldincludepersonalanddepersonalisedinformationthatcanbesourcedfromlocalagenciesandsuitablesourcesof aggregateinformationThismayincludeinformationoncrimerecordedbythepoliceincidentsof ASB(recordedbythelocalcouncilandothersforexamplehousingmanagementorganisationsvictimsupportpolice)andassessmentsof offenderscurrentlyundersupervision(recordedbyProbationorYouthOffendingService)andorsubjecttooffender-basedinterventionprogrammes(suchasPPOandDIP)forexampletoinformprioritiesforlocalIntegratedOffenderManagementarrangements
Similartypesof informationmaybesharedadhocbyCSPstohelpidentifydiscussanddecidehowtorespondtonewincidentsandemergingproblemsForexampleatamonthlyCSPmeetinginformationmaybepresentedbycertainpartneragenciesidentifyingaspateof newincidentsonahousingestateandthiscouldpromptdiscussionwithotherpartnersaboutitscauseandarequestforanyinformationthatothersmayhaveonthisnewproblem
Section3of thisguidancegoesintothedetailonthetypesof informationthatshouldbesharedforthesepurposesinaCSP
233 Information to support the delivery of services to particular groups or individuals
InformationshouldbesharedinaCSPtohelptoidentifyandsupportvulnerableindividualsmanageindividualseffectivelyandprovideservicestoparticulargroupsorpersonsThismayincludeinformationthatisusedtosupportaCSPrsquosIntegratedOffenderManagementarrangementsforreducingre-offendingorMulti-AgencyRiskAssessmentConference(MARAC)processforhelpingto
1 SeetheSafe and Confident Neighbourhoods StrategyandtheCommunitiesandLocalGovernmentreportonunderstandingpublicservicesformoredetailsaboutmeasuringlocalneighbourhoodneedsandallocatingresourcestopriorityneighbourhoodswwwcommunitiesgovuk
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1515
2 Definitions purposes of and the legal basis for information sharing
addressanissueof domesticviolenceformanagingPPOsincludingthosewhoareproblematicdrugusersorforidentifyingchildrenatriskSubsequentsectionsof thisguidanceidentifythetypesof informationthatshouldbesharedforthesepurposesandclarifytheproceduresfordoingso
24 LEgISLATION APPLICABLE TO INFORMATION SHARINg
Inthissectionweprovideaconcisedescriptionof thelegislationgoverningdatasharingtohelpclarifythelegalbasisforsharinginformationYoushouldseekfurtheradvicefromyourauthorityrsquosDataProtectionOfficerif inanydoubtoverthelegislationInthissectionwedonotprovideallof thelegislationinfullbutinsteadprovideinformationthatclarifiesthemainprinciplesthatapplytoinformationsharingforcommunitysafetyTheseprinciplesapplytopersonalisedinformationThesharingof depersonalisedinformationisnotsubjecttothesamelegalrestrictionshowevercertainprinciplesthatarediscussedinsubsequentsectionsdescribehowbothdepersonalisedandpersonalisedinformationshouldbestoredandaccessedWealsoreferreaderstoSection21whichdealswithlsquoRESTRICTEDrsquoinformationandtheuseof allinformationinaCSP
241 Powers for sharing information
TherearemanylegalpowersthatenableorrequireinformationtobesharedInthissectionwedescribethethreeprincipalActsthatprovidethelegalpowerforsharinginformationforthepurposesof communitysafety
bull TheCrimeandDisorderAct1998
bull ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheAct
bull TheCriminalJusticeandCourtServiceAct2000
2411 TheCrimeandDisorderAct1998
Section115of theCrimeandDisorderActprovidesalegalbasisforsharinginformationbetweenCSPpartneragencieswhereitisnecessaryforfulfillingthedutiescontainedintheActThekeyconditionstoconsiderunderSection115are
bull lsquorelevantauthoritiesrsquohavethepower(butnotalegalduty)toshareinformationif itisnecessaryforthepurposesof anyprovisionundertheCrimeandDisorderActThiswouldincludewhereitisnecessaryfortheformulationandimplementationof thelocalCrimeandDisorderReductionStrategy
bull ThispowerdoesnotoverrideotherlegalconditionsgoverninginformationsharingTheseprincipallyrelatetotheDataProtectionAct1998theHumanRightsAct1998andthecommonlawof confidentiality(seeSection242)
bull Personalinformationcanbesharedwithoutthepermissionof thepersontowhomitrelatesHoweverthelegalconditionsgoverningthesharingof personalinformationmustbefollowed
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1616
Information sharing for community safety ndash Guidance and practice advice
InadditionunderSection17Aof theCrimeandDisorderActalsquorelevantauthorityrsquoisunderadutytosharewithallotherrelevantauthoritiesinformationof alsquoprescribeddescriptionrsquowhichisrelevanttothereductionof crimeanddisorderincludinganti-socialbehaviourinanyareaof EnglandandWalesInformationisof aprescribeddescriptionif itis
bull depersonalisedinformationand
bull of atypelistedintheScheduletothe2007Regulations
TheScheduleshouldbeconsultedformoredetailbutinsummaryprescribedinformationwillbeinformationrelatingto
bull policerecordedcrimeandpolicerecordedincidents
bull FireandRescueServicerecordedincidentsof deliberatefiresassaultsandmaliciouscalls
bull localauthorityrecordedincidentsof ASBenvironmentalcrimeracialincidentsschoolexclusionsandroadtrafficcollisions
bull NationalHealthServicePrimaryCareTrustrecordsonhospitaladmissionsrelatingtoassaultsdrugsandalcoholrelatedharmdomesticabuseandmentalandbehaviouraldisordersduetodruguseand
bull AmbulanceServicecall-outstocrimedisorderandASBincidents
2412 ThePoliceandJusticeAct2006andtheCrimeandDisorder(OverviewandScrutiny)Regulations2009
ThePoliceandJusticeActandtheCrimeandDisorder(OverviewandScrutiny)Regulations2009madeundertheActincorporatethefollowingdutythatrelatestoinformationsharing
bull Whenrequestedbyacrimeanddisordercommitteeresponsibleauthoritiesandcooperatingbodiesareunderadutytosharewiththecommitteeinformationthatrelatestothedischargeof theauthorityrsquoscrimeanddisorderfunctionsorthatrelatestothedischargebythecommitteeof itsreviewandscrutinyfunctionsundersection19of thePoliceandJusticeActThisdutyonlyappliesunderthefollowingconditions
ndash Theinformationshouldbedepersonalisedinformationexceptwhentheidentificationof anindividualisnecessaryorappropriateinordertoenablethecrimeanddisordercommitteetoproperlyexerciseitspowersand
ndash Itshouldnotincludeinformationthatwouldprejudicelegalproceedingsorthecurrentorfutureoperationsof theresponsibleauthorities
2413 CriminalJusticeandCourtServiceAct2000
TheCriminalJusticeandCourtServiceActprovidesforaspecificdutyforthePoliceandProbationtoshareinformationinordertomakejointarrangementsfortheassessmentandmanagementof therisksposedbyoffenderswhomaycauseseriousharmtothepublic
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1717
2 Definitions purposes of and the legal basis for information sharing
242 The law governing information sharing
Themainlegalpowersthatgoverninformationsharingarecontainedin
bull DataProtectionAct1998
bull HumanRightsAct1998
bull TheCaldicottPrinciples(wherethesharingof informationrelatestohealthandsocialcareorganisationsrsquouseof patient-identifiableinformation)
bull Commonlawdutyof confidentiality
bull Freedomof InformationAct2000
InpracticeitisnecessarytoidentifythelegalbasisforsharingpersonalinformationTheappropriatenessof sharingcanthenbeconsideredinrelationtohumanrightstheCaldicottPrinciples(whereappropriate)conditionsof confidentialityandfreedomof informationtoestablishwhetherineachcasetheDataProtectionActprovidesthepowerforthisinformationtobeshared
Wedescribethekeyandrelevantfeaturesof thefiveprincipallegalpowersinthissection
2421 HumanRightsAct1998
Article8of theHumanRightsActisthearticleof particularrelevancetoinformationsharingforcommunitysafetyasitrelatestolsquotherighttorespectforprivateandfamilylifersquoforeveryoneThisarticleshouldbeconsideredwhensharingpersonalorsensitivepersonaldata
Article8statesthateveryonehastherighttorespectfortheirprivateandfamilylifehomeandcorrespondenceandthatnopublicauthoritywillinterferewiththisrightunlessitisnecessarybylawThisqualificationwillusuallyenablepersonalinformationtobesharedonthefollowinggrounds
bull nationalsecurity
bull publicsafety
bull economicwellbeingof thecountry
bull topreventcrimeordisorder
bull toprotecthealthormoralsand
bull toprotecttherightsorfreedomsof others
2422 TheCaldicottPrinciples
TheCaldicottPrinciplesapplytohealthandsocialcareorganisationsrsquouseof personalinformationTheseorganisationsarerequiredtoobservethefollowingprincipleswhenusingpersonalinformation
bull justifythepurpose
bull notusepersonalinformationunlessitisabsolutelynecessary
bull usetheminimumamountof personalinformationthatisnecessary
bull accesstopersonalinformationshouldbeonastrictneed-to-knowbasis
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1818
Information sharing for community safety ndash Guidance and practice advice
bull everyoneshouldbeawareof theirresponsibilitieswithregardtopersonalinformation
bull actionshouldbetakentoensurethatthosehandlingpersonalinformationareawareof theirresponsibilitiesandobligationstorespectanindividualrsquosconfidentialityand
bull understandandcomplywiththelaw
EachhealthandsocialcareorganisationhasaCaldicottGuardianTheseindividualsshouldbeconsultedwhenthereisarequirementfromtheagenciestheyrepresenttosharepersonalinformation
2423 Commonlawdutyofconfidentiality
Thedutyof confidentialityhasbeendefinedbyaseriesof legaljudgmentsandisacommonlawconceptratherthanadutycontainedinstatuteWhereinformationisheldinconfidencesuchaspersonalinformationaboutpatientsheldbymedicalpractitionerstheconsentof theindividualconcernedshouldnormallybesoughtpriortoanyinformationbeingdisclosed
Commonlawjudgementshavethoughidentifiedanumberof exceptionsandhavedeterminedthatinformationheldinconfidencecanincertaincircumstancestillbedisclosedwithouttheindividualrsquosconsentWheretheycanbedemonstratedfactorsthatmayjustifydisclosureinclude
bull itneedstobesharedbylaw
bull itisneededtopreventdetectandprosecuteseriouscrime
bull thereisapublicinterest
bull thereisariskof deathorseriousharm
bull thereisapublichealthinterest
bull itisintheinterestsof thepersonrsquoshealthor
bull itisintheinterestsof thepersonconcerned
Specificmeasurestopreventcrimereducethefearof crimedetectcrimeprotectvulnerablepersonsmaintainpublicsafetyorpreventoffendersfromreoffendingareinthepublicinterestHowevertherestillneedstobeacarefulbalancingexerciseineachcasetoensurethatthedisclosure(includingtheextentof thedisclosure)isjustifiedonthebasisof anoverridinginterest
Thecommonlawdutyof confidentialitydoesnotapplywhenthistypeof personalinformationiseffectivelydepersonalised(egrecordsonpatientsthatareadmittedtohospitalforinjuriessustainedfromassaultsif effectivelydepersonalisedcanbesharedwithpartneragencies)Howeverinthecaseof personalinformationthereisthedutytoassesseachrequestonacase-by-casebasis
2424 FreedomofInformationAct2000
TheFreedomof InformationAct(FOI)permitsanypersontorequestanyinformationheldbypublicauthoritiesThereareanumberof circumstanceswhenanauthoritymayrefusetoprovideinformationbecauseoneormoreof anumberof exemptionsmayapplytotheinformationrequestedForexampletheDataProtectionAct(seeSection2425)istheoverridinglegislationthatgovernsaccesstopersonalinformationwhichisgenerallyonlyavailabletothepersonwhoisthesubjectof theinformationThismaymeanthatrequestsundertheFOIresultintheprovisionof depersonalisedinformationwherethatinformationisnotalreadyinthepublicdomain
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
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ce m
anag
emen
tndash
To a
ssis
t in
the
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elop
men
t of
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llige
nce
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ucts
ndash To
iden
tify
and
res
pond
to
new
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dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
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ps o
r in
divi
dual
s
Cer
tain
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ay b
e re
quired
to
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t ad
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uest
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g n
ew in
cide
nts
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tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
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Dat
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bull S
ourc
ing
from
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bull S
ecur
e st
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e of
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it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
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sks
bull S
ourc
ing
from
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artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
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onal
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g g
eoco
ding
)bull D
ata
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lopm
ent
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tain
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ay b
e so
urce
ddi
rect
fro
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artn
ers
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er t
han
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ing
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essi
ng b
y IP
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Fit
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ose
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y
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ood
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ity
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ntndash
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mel
yndash
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plia
nt w
ith
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slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
1919
2 Definitions purposes of and the legal basis for information sharing
Arequestfromanindividualoragencyoutsideof theCSPmaybemadetotheCSPforanyinformationthatoneof thepartneragenciesholdsIntheeventthatarequestismadeforinformationwhichoriginatedfromapartneragencyitshouldbearequirementfortheCSP(orthepartneragencyreceivingtherequestandwhomayhaveaccesstothisinformation)toconsultwiththeagencyfromwheretheinformationoriginatedbeforeanyinformationisprovided
2425 DataProtectionAct1998
TheDataProtectionAct(DPA)providesalegalframeworkforholdingobtainingrecordingusingandsharingpersonalinformationUndertheDPAthesetasksarereferredtoaslsquoprocessingrsquoof personalinformation
UndertheDPApersonalinformationcanonlybedisclosedinaccordancewiththeprinciplesandexemptionsthatapplytotheDPA
DPA principles
Thereareeightprinciplesthatapplytothesharingof personalinformation
1 Itwillbeprocessedfairlyandlawfullyandinparticularshallnotbeprocessedunlessatleastoneof theconditionsinSchedule2of theDPAismetandinthecaseof sensitivepersonalinformationatleastoneof theconditionsof Schedule3isalsomet
dPA Schedule 2 conditions
bull Processing information with the permission of the data subject (the person who the information is about)
bull If the processing is necessary for
ndash the performance of a contract to which the data subject is party or entering into a contract at the request of the data subject
ndash meeting any legal obligation that applies to the data controller
ndash protecting the vital interests of the data subject
ndash necessary for the administration of justice for the exercise of the functions of either the House of Parliament for carrying out statutory functions and any functions of the Crown a Minister of the Crown or government department or carrying out any other function that is in the public interest
ndash the purposes of the legitimate interests of the data controller or anyone else who receives the information as long as this will not affect the rights and freedoms or legitimate interests of the data subject
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2020
Information sharing for community safety ndash Guidance and practice advice
dPA Schedule 3 conditions
bull Processing with the permission of the data subject
bull Processing that is needed to exercise a legal right or obligation in connection with employment
bull Processing that is needed to protect the vital interests of the data subject where consent cannot be given by the subject or the controller cannot reasonably be expected to gain consent
bull Processing that is needed to protect the vital interests of another person where consent has been unreasonably withheld by the data subject
bull Processing information in connection with its legitimate interests by any non-profit-making organisation that exists for political philosophical religious or trade union purposes
bull Processing information that has been made public as a result of something the data subject has deliberately done
bull Processing that is needed in connection with legal proceedings getting legal advice or exercising or defending legal rights
bull Processing that is needed for the administration of justice for the exercise of function of the Crown Ministers or government departments
bull Processing that is needed by an anti-fraud organisation which is necessary for the purpose of preventing fraud
bull Processing medical information by medical professionals or others that have an obligation to keep the data subjectrsquos information confidential
bull Processing of information regarding racial or ethnic origin which is necessary for the purpose of reviewing equality of treatment between persons of different ethnic or racial origin with a view to promoting such equality provided it is carried out with appropriate safeguards for rights and freedoms of data subjects
2 Personalinformationmustonlybeprocessedforaspecificpurposeorpurposes
3 Personalinformationmustbeadequaterelevantandnotexcessiveforthepurpose
4 Personalinformationmustbeaccurateandwherenecessarykeptuptodate
5 Personalinformationmustnotbekeptlongerthannecessary
6 Personalinformationmustbeprocessedinlinewiththerightsof thepersonitisaboutThisrelatestothefollowing
bull PersonalinformationmustbekeptsecureAppropriatetechnicalandorganisationalmeasuresmustbeputinplacetoprotecttheinformationagainstunauthorisedorillegalprocessingandagainstaccidentallossordestructionordamagetopersonalinformation
bull PersonalinformationmustnotbetransferredtocountriesoutsidetheEuropeanEconomicAreawithoutsuitableprotection
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
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Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
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Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
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Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2121
2 Definitions purposes of and the legal basis for information sharing
DPA exemptions
TheDPAcontainsanumberof exemptionswhichenabledatatobesharedforcertainpurposeswithoutbeingsubjecttoalltherestrictionsof theActThemostpertinentexemptionsthatrelatetocommunitysafetyare
Section29ndashCrimeandtaxation
bull Personaldataprocessedforanyof thefollowingpurposes
ndash thepreventionordetectionof crime
ndash theapprehensionorprosecutionof offenders
bull Personaldatawhichareprocessedforthepurposeof dischargingstatutoryfunctions
bull Personaldataforwhichthedatacontrollerisarelevantauthorityandwhichconsistof aclassificationappliedtothedatasubjectaspartof asystemof riskassessmentoperatedbythatauthorityforpreventingordetectingcrimeforexampletheProbationOASysAssessment
Section35ndashDisclosuresrequiredbylawormadeinconnectionwithlegalproceedings
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisrequiredbyorunderanyenactmentbyanyruleof laworbytheorderof acourt
bull Personaldataareexemptfromthenon-disclosureprovisionswherethedisclosureisnecessary
ndash forthepurposeoforinconnectionwithanylegalproceedings(includingprospectivelegalproceedings)or
ndash forthepurposeof obtaininglegaladviceorisotherwisenecessaryforthepurposesof establishingexercisingordefendinglegalrights
Westressthatthisguidanceprovidesthekeyandmostrelevantpiecesof informationthatrelatetothelegislationapplicabletocommunitysafetyinformationsharingWhilstwhatisincludediscomprehensiveandisaimedatraisinggeneralawarenesswestilladvisethatyouconsultfurtherwithyourDesignatedLiaisonOfficerforInformationSharingif atanypointyouareuncertainorhavequestionsaboutthelegalbasisforsharinginformationforcommunitysafety
Thejustificationforsharingpersonaldatamustinallcasesbeevidence-basedThepublicmustbeconfidentthatCSPsdonotadoptalsquobigbrotherrsquoroleandsharedataasamatterof courseEachrequesttosharepersonaldatamustbeconsideredindividuallyandif itisshareditmustbedestroyedafterithasbeenusedforthepurposeforwhichitwasintended
AnyorganisationwhichprocessespersonaldataandwishestosharethesedatahasastatutoryrequirementundertheDPAtoensuretheyhaveacurrentnotificationwiththeInformationCommissionerrsquosOfficeNotificationinvolvesgivingtheInformationCommissionerrsquosOfficedetailsabouttheirprocessingof personalinformationMoredetailsaboutthenotificationprocesscanbefoundatwwwicogovukwhat_we_coverdata_protectionnotificationaspx
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
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Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
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Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
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Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2222
Information sharing for community safety ndash Guidance and practice advice
Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
Officers from a CSP who sign the Information Sharing Protocol are not necessarily the officers who attend CSP meetings when personal information is shared It is vital that officers who attend these meetings understand their roles and responsibilities in relation to the use and handling of personal information
Several CSPs in England and Wales use for their business meetings an attendance and agreement form or at least for those at which personalised information is shared CSPs would benefit from using a form that includes a statement similar to the following (adapted from the Middlesbrough CSP Attendance and Agreement Form)
The persons listed who have attended this meeting have agreed that the overriding principle of sharing information is based on the reduction of crime disorder and anti-social behaviour in ltinsert location namegt and that matters discussed at this meeting will remain confidential within the organisations attending this meeting unless otherwise agreed by the meeting and recorded within an action plan Information that is shared is done so in compliance with the ltinsert name of CSPgt Information Sharing Protocol Any disclosure of information outside of this meeting has to be agreed by the Designated Liaison Officer for the agency from which the information was sourced
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
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Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
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Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2323
3 Information that should be shared
3 Information that should be sharedInthissectionwedescribetheinformationthatshouldbesharedinaCSPWebeginbyoutlininghowtoapproachthesharingof informationandthendescribeindepththedatathatCSPsshouldsharerecommendingthecontentof datasetsthatshouldbeshared
31 APPLyINg A PROBLEM-ORIENTEd APPROACH TO INFORMATION SHARINg
EvidencefrompracticeacrossEnglandandWalessuggeststhataproblem-orientedapproachtoinformationsharingisonethathelpsCSPssuccessfullyexchangeandmanageinformationsharedacrossthepartnershipThisappliestopersonaliseddepersonalisedandnon-personalinformationThisapproachhelpstoassesspersonalinformationsharingonacase-by-casebasisandtoprioritiseinformationbydistinguishingbetweencoreandperipheraldatasetsrequiredtohelpsolvecommunitysafetyproblemsNotallinformationcanbeprocessedatthesametimesoprioritisingisimportantPeripheraldatamayalsobeimportantbutmayonlyberequiredincertaincircumstanceswiththosecircumstancesbeingdefinedbytheproblemthatneedssolving
Coreandperipheraldatacanincludepersonaliseddepersonalisedandnon-personalinformation
311 Core datasets
CoredatasetsarethosethatarerequiredonaroutineandregularbasistosupportCSPworkingThesedatamayneedtobesourcedtoinformtheoperationalbusinessfunctionsof theCSPsuchasdetailsonindividualstosupportthecasemanagementof offendersorforMARACstoassessprioritisationunderlocalIntegratedOffenderManagementarrangementsinformationonemergingproblems(egariseinASBincidentsinthelocalpark)orthegenerationof intelligenceproductssuchasstrategicassessmentsproblemprofilesandtacticalassessments
bull Informationthatissharedfortheoperationalbusinessfunctionsof theCSPisrequiredasandwhennecessaryandthismayincludebothpersonalanddepersonalisedinformation
bull Informationthatisrequiredforthegenerationof intelligenceproductsmaymosttypicallyneedtobesourcedonroutineandregularoccasionsandmaybeappendedtoanexistingdatastoragearchive(containingdatathathadpreviouslybeensupplied)Thistypeof informationmaybeneededtosupportthecontinualmonitoringof performanceorisakeydatasetthatisusedtimeandtimeagaininintelligenceproducts
Inthissectionweconsidereachrequirementinturnintermsof thedatathatshouldbesharedWeconsiderthepracticalprocessesinvolvedinsharingthisinformationinSection4
3111 InformationsharingtosupporttheoperationalbusinessprocessesoftheCSP
Thesharingof informationtosupporttheoperationalbusinessprocessesof theCSPcaninvolvethesharingof bothpersonalanddepersonalisedinformationInformationfromincidentreportsmaybesharedwithpartneragenciestohighlightnewproblemsthathaverecentlyemergedForexampleatamonthlypartnershipmeetingpartneragenciesmaybringinformationtothetablethathighlightsanumberof newincidentsoranemergingissueinacertainneighbourhoodIf theinformationisnotpersonal(egdescribesthetypesof incidentsandtheincrease)thenthisinformationisnotsubjecttotheconsiderationof legalconditionsthatrelatetosharingthisinformationHoweverif theinformationispersonal(forexamplecontainsthenamesof thosewhoaresuspectedtohavecausedtheoffences)thenthelegalbasisforsharingthisinformationmustbeconsidered
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2424
Information sharing for community safety ndash Guidance and practice advice
InaCSPtherearecertainoperationalbusinessprocessesthatspecificallyrequirethesharingof personalinformationieIntegratedOffenderManagementMARACMAPPAPPOandDIPschemesDrugandAlcoholmeetinggroupsandASBpanelsEachinformationrequest(forpersonalinformation)includingthecontentof theinformationthatistobesharedshouldthereforebeconsideredonanindividualbasisItisusualthoughtosharecertainstandarditemsof informationforeachbusinessmeetingprocessforwhichtherearecircumstancesthatrequireinformationThesearedescribedbelow
Integrated Offender Management
IOMisthestrategicumbrellaoroverarchingframeworkthatbringstogetheragenciesacrossgovernmenttoprioritiseinterventionswithoffenderswhocausecrimeintheirlocalityItbuildsonandincorporatesboththeProlificandotherPriorityOffenderandDrugInterventionsProgrammesItprovidesastructureforidentifyingagreedprioritiesacrosspartnershipsincludingtheoffendersof mostconcernintheareaAccordinglyIOMhastobebuiltoneffectiveinformationsharing
Multi-Agency Risk Assessment Conference (MARAC)
PersonaliseddatatobesharedshouldconformtothestandardrequirementsandrequestsforinformationontheMARACreferralandresearchformsandinsodoingensurethatthelegalbasisforsharinginformationcanbedemonstrated
Informationthatismosttypicallysharedforthepurposesof MARACshouldinclude
bull namedateof birthandaddressof thevictimoffenderandchildrenatriskand
bull personaldetailsthatrelatetotheabuseincludingtheinjuriessustainedfrequencyof abusewhetherthevictimispregnantandothermattersof concernthateachagencymayhaveinformationaboutinrelationtoanyof theindividualsinvolved
Multi-Agency Public Protection Arrangements (MAPPA)
MAPPAinvolvestheidentificationof offendersthatneedsupervisionsharingpersonalinformationbetweenlocalagenciesinordertosupporttheoffenderrsquossupervisionandprovidebetterpublicprotectionassessingtherisksposedbyoffendersandmanagingtherisksAgenciesinvolvedinMAPPAareprimarilythepoliceprobationandprisonservicesandotheragenciesthatareunderadutytoco-operate(includinghealthagenciesandlocalcouncilsparticularlydepartmentsforsocialcarehousingandeducationservices)
ThereisanationalstandardforMAPPAwhichshouldbefollowedinordertoensurethatthelegalbasisforsharinginformationcanbedemonstrated
Prolific and other Priority Offender (PPO) Schemes
PPOschemesfocusonthesmallhard-coregroupof offendersidentifiedascommittingadisproportionateamountof crimeinlocalareasorwhocausedisproportionatedamagetotheirlocalcommunitiesLocalPPOschemesholdstrategicandoperationallevelpartnershipmeetingstomonitorimpactonindividualsandcommunityreviewperformanceeffectivelymanageindividualsandassesstheirriskaswellasneedswhiledeliveringcriminaljusticeandsocialinterventionswhichwillhelpreducere-offending
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
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ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
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llige
nce
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ucts
ndash To
iden
tify
and
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pond
to
new
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dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
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ps o
r in
divi
dual
s
Cer
tain
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ay b
e re
quired
to
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t ad
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uest
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g n
ew in
cide
nts
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tner
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tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
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rmat
ion
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Dat
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bull S
ourc
ing
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bull S
ecur
e st
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e of
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it t
rail
of d
ata
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bull M
anag
emen
t of
aut
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ed u
ser
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unts
Dat
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sks
bull S
ourc
ing
from
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P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
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ting
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onal
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g g
eoco
ding
)bull D
ata
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lopm
ent
Cer
tain
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ay b
e so
urce
ddi
rect
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ers
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er t
han
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ing
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ng b
y IP
U
Fit
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purp
ose
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y
ndash G
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ntndash
Pre
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mel
yndash
Com
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nt w
ith
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slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2525
3 Information that should be shared
AgenciesthattypicallyparticipateincludethepoliceProbationYouthOffendingService(YOS)DrugInterventionProgramme(DIP)localcouncil(egcommunitysafety)housingprovidersJobCentrePlusthelocalPrimaryCareTrust(PCT)andLocalHealthBoards
Thesharingof personalinformationcanoccurinanyof thesemeetingsPersonalinformationtobesharedcouldinclude
bull Namedateof birthandaddressof theoffender
bull Criminalhistoryincludingdetailsonthelastoffencethattheoffenderwasconvictedforandtheirmostrecentoffences
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentthatisbeingprovided
bull Currenthousingprovision
bull Progressoneducationandoccupationopportunities
bull Custodyreleasedate(if relevant)
Drug Interventions Programme (DIP)
DIPidentifiesproblemdrug-usingoffendersattheearlieststageinthecriminaljusticesystemandmovesthemintotreatmentandsupportandawayfromcrimeOffendersarefacedwiththechoiceof complyingwithwhatisrequiredof themorfacingcriminalsanctions2
Sharingof personalinformationmayberequiredto
bull Ensureeffectivecontinuityof careforanindividualndashinformationmaygenerallyonlybesharedwithinformedconsentExceptionsapplyforexamplewheretheclientmaybelikelytoharmthemselvesoranotherpersonTheclientmustnotonlybeinformedaboutandunderstandtheusestowhichtheinformationwillbeputbutalsothecircumstanceswhenconfidentialitymaybebrokenTheymustagreetotheinformationbeingsharedforpurposesasoutlinedTheworkerandtheindividualmustsigntheconsentformattachedtotheDrugInterventionsRecord(DIR)toconfirmthatthishasoccurred
bull Ensureanappropriateresponsetoanindividualrsquoscomplianceorfailuretocomplywithwhathasbeenlegallyrequiredof themndashDIPprocessguidance3includesadviceonwhatinformationneedstobesharedtomeetthelegalrequirementsforTestingonArrestrequiredassessmentandRestrictiononBailndashincludingwhenconsentmayberequiredForexamplespecificprovisionhasbeenmadeininstanceswhereapositivetestresultisobtainedandthepolicerequireinitialandfollow-upassessmentstobeundertakenthatthetestresultandrequirementarecommunicatedtotheCriminalJusticeIntegratedTeamwhichwillbecarryingoutthoseassessmentsThesharingof informationbetweenthepoliceandCJITforthispurposedoesnotrequiretheconsentof theindividualalthoughgoodpracticeistoinformtheclient
2 Additionalguidancemaybefoundathttpdrugshomeofficegovukpublication-searchdipDIP_PPO_info_sharehtml3 httpdrugshomeofficegovukpublication-searchdipintensive-guidance-april-20092835pdfview=Binary
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2626
Information sharing for community safety ndash Guidance and practice advice
bull ToinformintelligencegatheringndashwherepersonaliseddataareusedforintelligencegatheringtheoptimumpositionistoobtaininformedconsentfromtheoffenderWherethereisnoinformedconsentdatashouldonlybeusedincircumstanceswheretherearespecificpublicprotectionconcernsandthenonlyonacase-by-casebasisItwouldnotbeacceptabletoactivelyuseinformationsuchasapositivedrugtestinisolationtotargetthatindividualwhereastheuseof personaliseddatamightbejustifiedwherepoliceareactingonspecificinformationtopreventthecommissionof aseriousoffenceThekeytoensuringthelegalityof suchinformationsharingisthatitisprocessedinafairwaythatisclientsshouldbeinformedthatinformationaboutthemmaybepassedonforthesepurposes
Drugs and Alcohol Treatment groups
Thesetypesof groupsmayshareinformationtohelpinthemanagementof treatmentservicesThesharingof informationonindividualsinvolvedindrugsandalcoholtreatmentrequirestheirwrittenconsentforinformationaboutthemtobesharedwithpartneragenciesThisisusuallyobtainedwhentheindividualcommencestreatmentandisreviewedonanannualbasisorateachtreatmentepisodeItisrarethatconsentisnotgivenbutwhenitisrefusedeachcaseshouldbeconsideredonitsindividualmeritsinlinewiththeDataProtectionActandtheCrimeandDisorderActthatisinformationshouldbesharedwhenthereisasubstantialchancethatnotsharingthedatawouldbelikelytoprejudicethepreventionordetectionof crimeandortheapprehensionof offenders
Anti-Social Behaviour (ASB) Panels
MostCSPsoperateASBpanelsorsomeotherformof ASBgroupthatisresponsiblefordecidingonASBOrders(ASBOs)AcceptableBehaviourContracts(ABCs)andAcceptableBehaviourAgreements(ABAs)Thesearemulti-agencygroupsthatmakeanassessmentonindividualswhoareengagedinanti-socialbehaviourAgenciesusuallyincludedarethepolicelocalcouncil(includingrepresentativesfromhousingandeducation)ProbationYouthOffendingServiceFireandRescueServiceandhealthpartnersTheseassessmentsrequirethebackgroundsandactionsof individualswhoarereferredtothepaneltobeexaminedandforthisinformationtobesharedamongsttheseagenciesinaccordancewiththelawAnyagenciesthatcontributetothepanelcanmakeareferralInformationcaninclude
bull Namedateof birthandaddressof theperpetrator
bull Historyof offencesandbehaviour
bull Previoustermsof custodycommunityordersandothersupervision
bull ProbationOASysorYOISassessment
bull Drugandalcoholuse
bull Drugandalcoholtreatmentservices
3112 InformationsharingtosupportthegenerationofCSPintelligence
Therearecertainsourcesof informationthatshouldbesharedregularlyandroutinelybyCSPstoassisttheproductionof strategicassessmentsproblemprofilesandotherCSPintelligenceWhilethecoredatasetsmaydifferbetweenCSPsTable1listswhatareconsideredtobethemostcommoncoredatasetsThecontentof eachof thesedatasetsisdescribedinsection32
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2727
3 Information that should be shared
Table 1 Core datasets for CSP information sharing
Core datasets to support the generation of CSP intelligence products ndash personalised and depersonalised information required on a regular and routine basis Each dataset is listed with reference to whether the data shared should be shared on a depersonalised or personalised basis Depersonalised information can be appended to an existing archive of previously sourced data Personalised data records can be stored electronically but are subject to the legal conditions explained in Section 24
depersonalised Personalised
bull Police recorded crime ndash including details on the offence the offenderaccused and the victim or property targeted
bull Police disorder incident records
bull Council ndash recorded anti-social behaviour and environmental crime records
bull Fire and Rescue Service deliberate fires malicious calls and assaults on staff
bull Probation OASYs assessments
bull Youth Offending Service YOIS assessments
bull Community surveys eg Place Surveys Face the People consultations neighbourhood policing community consultations
bull Prolific and Priority Offenders
Policecrimedataontheoffenderaccusedandthevictimtarget(whererecorded)arerequiredaswellasinformationontheoffenceinordertoensureaproblem-orientedapproachtothegenerationof intelligenceproductsThesharingof thisinformationisvitalinordertosupportpartnershipanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandreoffendingandtosupporttheanalysisof vulnerablegroupsvulnerabletargets(thatispropertyandproducts)andriskfromfurthervictimisation
OvertimenewdatasetswillbecreatedThesemayincluderefinementsorupdatestoexistingdata(forexampleanupdatedoffenderassessmentsystem)ordatathathavebeendesignedforaparticularpurpose(forexampletobetterunderstandpublicconfidence)CSPsshouldensuretheyareawareof newdatasetsandhowtheycanbeused
312 Peripheral data
PeripheraldatawhileimportantforparticularCSPintelligencerequirementsdonotneedthesameregularandroutineupdatingascoredatasetsInsteadthesedataaremorenormallysharedasandwhentheyarerequiredtosupportaspecificCSPintelligencerequirementandaremostusuallyapplicabletothegenerationof intelligenceproductsTable2providesdetailsof peripheraldatasetsThislistisnotexhaustivebutcontainsthedatasetsmostcommonlyusedinCSPstosupportintelligencedevelopment
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2828
Information sharing for community safety ndash Guidance and practice advice
Admissionstohospitalsforinjuriessustainedfromassaultsareanincreasinglyimportantsourceof datatohelpCSPsunderstandviolentcrimeHowevermostareasinEnglandandWaleshaveyettoadoptaroutineprocesstoimprovetherecordingandsharingof thisinformationbyAccidentandEmergency(AampE)departmentsanduntilthishasbeendoneitisimpracticaltoelevateittoanationalcoredataset(TheCollegeof EmergencyMedicinersquosGuideline for Information Sharing to Reduce Community ViolenceavailableatwwwcollemergencymedacukcemcontainsadviceforemergencydepartmentsondatasharingwithCSPs)DetailsontheminimumdatasetforthisinformationaregiveninSection32InthoseareaswherethesedataarerecordedbyAampEdepartmentsCSPsshouldelevatethisdatasettolsquocorersquostatus
Thedatasharingpagesof theDepartmentof Healthwebsite(wwwdhgovuk)containusefuladviceandguidanceinparticularontheAampESeriousYouthViolenceInitiative
Table 2 Peripheral datasets for CSP information sharing
Peripheral datasets ndash data that is required on a less routine basis to support particular CSP intelligence requirements
depersonalised Personalised
bull Drug treatment records
bull Admissions to hospital A amp E departments for injuries sustained from an assault
bull Admissions to hospital for drugs or alcohol related harm
bull Ambulance Service calls for service
bull Crimes on overground trains or at stations
bull Incidents on local trains trams and stations
bull Incidents on local buses
bull School exclusions
bull Police stop and search
bull Police recorded results of drug tests for trigger offences
bull Police recorded detection status of offence
bull Primary Care Trust Local Health Board data on alcohol and drugs misuse
bull Prison releases
bull Young Offendersrsquo Institution releases
bull Environment Agency environmental crime
Voluntaryandcommunityorganisationsandthebusinesssectorcanalsoprovideawealthof informationtoaidCSPsHoweverastheset-upanddatarecordingarrangementsof theseorganisationsarenotconsistentnationwidewedonotgointodepthinthisguidanceonthedatatheymayholdandwhatshouldbesourcedfromthemInsteadwelistsomeof thegroupsthatmayexistlocallyandthetypeof informationtheyholdthatcouldbeof use
bull domesticviolencendashthisinformationisusuallyreportedthroughMARACbutgroupsthatsupportvictimsof domesticabusemayholdadditionalinformationthatcanbeof use
bull homelessnessandroughsleepersndashinformationonvictimsof homelessnessalcoholanddrugsmisuseandthecrimeASBabusetheymayhavesuffered
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
2929
3 Information that should be shared
bull businessretailgroupsndashinformationonprolificshoplifters
bull gayandlesbiansupportgroupsndashinformationonhomophobicabuseandotherhatecrime
bull religiousgroupsndashinformationonabuseandhatecrime
InformationonenforcementpreventionandreassuranceinitiativesshouldalsobesharedThiscanincludeinformationaboutstreetlightingimprovementsthelocationandcoverageof CCTVcamerasNeighbourhoodWatchpoliceoperationsburglarypreventionschemes(egSmartwaterwindowlocksalleygating)youthprovisionandthelocationof targetedpatrolsInadditiondataonthelocationof publicservices(egschoolsyouthcentresneighbourhoodofficesandtransportfacilitiessuchasbusstops)canalsoaidanalysisWedonotlistalltheseinformationtypesinthisguidancebutthesetypesof informationshouldbesharedasamatterof routinewithrelevantpartnersInanysituationwheretheinformationcanbeconsideredaspersonal(egproactivetargetingof aprolificoffender)thenthelegalbasisforsharingthisinformationmustbeconsidered
32 MINIMUM dATASETS FOR CSPS
InthissectionwedescribethedatasetsthatshouldbesharedwithinaCSPtosupportthegenerationof intelligenceproductstheycanalsohelpsupportmanyoperationalbusinessprocessesinaCSP(otherthanthosedescribedin3111)ndashthismayincludeusingthesedatatoidentifyanewspateof incidentsandemergingproblemsandsharingdatawithneighbourhoodpractitionersTheminimumdatasetsrefertothoselistedinTables1and2ascoreorperipheraldatasetsInthissectionwedescribethesourceandtherecommendedminimumdataset(iethedatafields)thatshouldbesharedWealsodescribethetypeof datathatshouldbesharedndashpersonalordepersonalised
DatasetslabelleddepersonalisedmostusuallyrequiresomeprocessingtoensuretheycannotbeusedinanywaytoidentifyanindividualThisincludestheremovalof anindividualrsquosnamefromtheoriginal(personal)datarecordbutmayalsorequiresomeprocessingof therecordedaddressAprocessfordepersonalisinganaddressbutthatretainsahighlevelof geographicalresolutioninthedatarecordisdescribedinAppendix1Insummarythisprocessinvolvesremovingthehousenumberornamebutallowingpostcode-leveladdressinformation(suchasthestreetnamefullpostcodeandlocality)tobeshared(onthebasisthatthereareatleastfourpropertieswithinthatpostcode)Datasetslabelledinthissectionaslsquodepersonalisedrsquothereforerefertoadepersonalisedversionof theoriginalrecordandlistdatafieldsthatareallowedtobesharedForexampleif thedatasetisdescribedasdepersonalisedandincludesadatafieldcontainingaddressorlocationinformationitisthedepersonalisedversionof thisaddresslocationthatisallowedtobeshared
Wealsolistothersourcesof datathatareavailableinaggregateformattosupportthedevelopmentof intelligence
Manyof theminimumdatasetslistEastingandNorthinggeographiccoordinatesasdatafieldsNotallpartneragenciesareabletoprovidethesegeographiccoordinatesPleaserefertoAppendix1fordetailsonhowEastingandNorthingcoordinatescanbedeterminedandthenecessaryprocessesrequiredfordepersonalisingthesegeographicreferences
321 Police recorded crime (depersonalised data)
bull Source Localpoliceforce
bull Type of dataRecordedoffencesof crimeincludingdetailsontheoffencetheaccusedoffenderandthevictimortarget(egabuildingorotherformof propertysuchasacar)
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3030
Information sharing for community safety ndash Guidance and practice advice
bull Recommended minimum dataset(itisrecommendedthatthesedataareprovidedasthreeseparatefiles)
Datafields on the offence
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Committedfromdate
ndash Committedfromtime
ndash Committedtodate
ndash Committedtotime
ndash Addresslocationof offence
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Methodof entry
ndash Propertystolen
ndash Useof aweapon(egdescribingtypeof weaponorpartof bodyusedif applicableincommittingtheoffence)
ndash Markerflagfordistractionburglary
ndash Markerflagfordrugs-relatedincident
ndash Markerflagforalcohol-relatedincident
ndash Markerflagforracially-motivatedincident
ndash Markerflagfordomesticincident
Datafields on the offenderaccused
ndash Crimereferencenumber
ndash Offenderreferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3131
3 Information that should be shared
Datafields on the victim
ndash Crimereferencenumber
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Associationwithoffender(eghusbandwifeex-partnerfriendstranger)
ndash Occupation
ndash Addressof victim
ndash Eastingcoordinate(relatingtothehomeaddressof thevictim)
ndash Northingcoordinate(relatingtothehomeaddressof thevictim)
ItisimportantthatpoliceforcesnotonlyshareinformationontheoffencebutalsoinformationontheoffenderaccusedandthevictimOffenderandvictimdataarevitalinordertodevelopaproblem-orientedapproachndashthishighlightsthatinformationnotonlyontheoffencebutalsoontheoffenderandthevictim(ortargetegbuildingorvehicle)isvitalif theproblemistobeproperlyunderstoodSomepoliceforcesmayquestionthereliabilityof theinformationthattheyhaverecordedbutoftenthisisthebestif notonlysourceof informationforexploringthesecomponentsof acrimeproblemInthiscasesomethingratherthannothingisthebestphilosophytoadoptwiththeopportunitytousemetadata(seeSection34)asameanstorecordanycaveatsorconditionsontheuseof thisinformationThesupplyof thisinformationislegallypermissibleandcanbevitalinhelpingtheCSPinitsanalysisof offendingbehaviourprolificnessof offendingriskfactorsassociatedwithoffendingdetectionandre-offendingandsupporttheanalysisof vulnerablegroupsvulnerabletargets(iepropertyandproducts)andriskfromfurthervictimisation
Thesharingof thecrimereferencenumberineachof thethreerecordedcrimedatasetsfacilitatestheopportunitytolinkthesedataandexploreadditionalfeaturesof interestforexamplelinkingthedetailsof theoffencetothevictimdatahelpstoidentifywherepeopleof acertainageexperiencehighlevelsof victimisation
322 Police incident records (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataCallsforpoliceserviceincludingrecordedincidentsof disorderanddomesticincidentsTheserecordedincidentsrefertodomesticincidentsstreetdisordersuchasrowdyandnuisancebehaviourstreetdrinkingvehiclenuisanceandotheranti-socialincidentssuchashoaxcalls
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Markerflagfordomesticincident
ndash Dateof incident
ndash Timeof incident
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3232
Information sharing for community safety ndash Guidance and practice advice
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
323 Council-recorded incidents of ASB and environmental crime (depersonalised data)
bull SourceLocalcouncilInsomeareaslocalhousingassociationsalsorecordthisinformationandshouldbeadditionallysourced
bull Type of dataRecordedincidentsof ASBandenvironmentalcrimereportedtothecouncilTheserecordedincidentsmostcommonlyrefertoneighbournoisenuisancerowdybehaviournuisancecausedbyyoungpeoplegraffitivandalismflytippingandabandonedvehiclesFlytippingincidentsrefertodomesticorsmallscaledumpingof non-domesticwasterecordedforthepurposeof completinglsquoFlyCapturersquoreturnstotheEnvironmentAgency
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Valueof propertydamaged(graffitiandvandalismincidents)
ndash Sizeorweightof wastethatisdumped(flytipping)
ndash Makemodelandageof vehicle(abandonedvehicles)
ndash Registeredaddressof vehicle(abandonedvehicles)
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
324 Fire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
bull SourceLocalFireandRescueService
bull Type of datarecordedincidentsof deliberatefires(includingfirestopropertyndashprimaryfiresandfiresatothersitessuchaswastecontainersndashsecondaryfires)maliciouscallsandassaultsonstaff
bull Recommended minimum dataset
ndash Incidentreferencenumber
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Numberof casualties(whererelevant)
ndash Addresslocationof incident
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3333
3 Information that should be shared
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
325 Probation OASys assessments (depersonalised data)
bull SourceLocalProbationTrust
bull Type of dataRecordsonProbationclientsdescribingtheassessmentof theiroffendingintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Emotionalwellbeinglinktooffending(LTO)
ndash ThinkingandbehaviourLTO
ndash AttitudesLTO
ndash AccommodationLTO
ndash EmploymenttrainingandeducationLTO
ndash FinancialmanagementLTO
ndash Relationships
ndash LifestyleandassociationsLTO
ndash DrugmisuseLTO
ndash AlcoholmisuseLTO
ndash Dateassessmentwascompleted
ndash Riskof reconvictionhighmediumlow
ndash Riskof harmtoothers
ndash Numberof monthsplannedforsupervision
326 youth Offending Service (yOS) assessments (depersonalised data)
bull SourceLocalYouthOffendingService
bull Type of dataRecordsonYOSclientsdescribingtheassessmentof theoffenderintermsof theirneedsandfuturerisks
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3434
Information sharing for community safety ndash Guidance and practice advice
ndash Postcode(fullpostcode)
ndash Offencedescription
ndash Markerflagforpersistentoffender
ndash Dateof assessment
ndash Ratingsforeachcategoryof riskassessment(14categoriesassociatedwiththeriskof reoffendingTworatingsrelatetoriskof harmandvulnerability)
327 Prolific and other Priority Offenders (sensitive personalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordsonPPOsinordertokeepaccountof theiractivitiesandstatus
bull Recommended minimum dataset
ndash Offenderreferencenumber
ndash Name
ndash Gender
ndash Age(ordateof birth)
ndash Ethnicity
ndash Occupation
ndash Offencescommitted
ndash Currentstatus(egincustodysubjecttoproactivetargetingbythepolicesubjectonlytobasicmonitoring)
ndash Addresslocationof offenderndashaddressistheoffenderrsquosprimaryaddress
ndash Eastingcoordinate(relatingtothehomeaddressof theoffenderaccused)
ndash Northingcoordinate(relatingtothehomeaddressof theoffenderaccused)
328 Prison releases (personalised data)
bull SourceNationalOffenderManagementService
bull Type of dataRecordsonprisonerswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3535
3 Information that should be shared
329 young Offender Institution releases (personalised data)
bull SourceYoungOffenderInstitutions
bull Type of dataRecordsonyoungoffenderswhoresideinthelocalareawithdetailsonwhentheyaretobereleased
bull Recommended minimum dataset
ndash Name
ndash Gender
ndash Dateof birth
ndash Lengthof sentence
ndash Offencecommitted
ndash Addresswheretheywillresideafterrelease
ndash Eastingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
ndash Northingcoordinate(relatingtotheaddresswheretheywillresideafterrelease)
3210 drug treatment ndash adults (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonadultsindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme(DIP)
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3636
Information sharing for community safety ndash Guidance and practice advice
3211 drug treatment ndash young people (depersonalised data)
bull SourceDrugandAlcoholActionTeam
bull Type of dataRecordsonyoungpeopleindrugtreatment(recordedontheNationalDrugTreatmentServiceManagementSystem)eitherself referredorviatheCriminalJusticeSystemortheDrugInterventionsProgramme
bull Recommended minimum dataset
ndash Clientreferencenumber
ndash Age
ndash Gender
ndash Postcode(fullpostcode)
ndash Primarydrugof use(includesalcohol)
ndash Secondarydrugof use
ndash Referralsource
ndash Typeof treatment
ndash Datewhentreatmentbegan
ndash Planneddischargedate
3212 Admissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetoinjuriessustainedfromanassault
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ThedatafieldslistedabovearerecordedbyAampEdepartmentswhenthepatientpresentshimherself
ThedatalistedbelowmaynotberecordedbytheAampEdepartmentbutattemptsshouldbemadetorecordittohelpunderstandissuesassociatedwithassaults
ndash Typeof incidentndashassault
ndash Dateof incident
ndash Timeof incident
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3737
3 Information that should be shared
ndash Typeof locationwhereincidenttookplaceathomeinalicensedpremiseoutsidealicensedpremiseonthestreetother(pleasestate)
ndash Locationwhereincidenttookplacestreetnamepremisenameother(pleasestate)oradditionallocationinformation(egjunctionwithotherstreettaxirank)
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheassaultoccurred)
ndash Whetherreportedtothepolice
3213 Admissions to hospital for drugs and alcohol related harm (depersonalised data)
bull SourcePrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsadmittedduetodrugs-oralcohol-relatedharmincludingdrugoverdoseordrugalcoholmisuse
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Postcode(fullpostcode)
ndash Reasonforadmissiondiagnosis
3214 Ambulance Service calls for service (depersonalised)
bull SourceHospitalAampEdepartmentorPrimaryCareTrustLocalHealthBoard
bull Type of dataRecordsonpatientsthatrequiredanambulance
bull Recommended minimum dataset
ndash Patientreferencenumber
ndash Age
ndash Gender
ndash Ethnicity
ndash Addressof patient
ndash Typeof incident
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationwhereincidenttookplace
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3838
Information sharing for community safety ndash Guidance and practice advice
3215 Crimes on overground trains or at stations (depersonalised)
bull SourceBritishTransportPolice4
bull Type of dataRecordsonoffencescommittedontrainsoratstations
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3216 Incidents on local trainstrams and stations (depersonalised data)
bull SourceLocaltransportprovider(egTransportforLondonGreaterManchesterPassengerTransportExecutiveNEXUS)4
bull Type of dataRecordsonincidentscommittedonthetransportnetworkif recordedseparatelyfromlocalpoliceforceincidentsandBritishTransportPolice
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinates(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
3939
3 Information that should be shared
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3217 Incidents on local buses (depersonalised data)
bull SourceLocalpublicbustransportprovider4
bull Type of dataRecordsonincidentscommittedonbusesif recordedseparatelyfromlocalpoliceforceincidents
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offence
ndash Dateof incident
ndash Timeof incident
ndash Addresslocationof offenceorrouteonwhichoffenceoccurred
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheoffenceoccurred)
ndash Offendergender
ndash Offenderage(ordateof birth)
ndash Offenderethnicity
ndash Victimgender
ndash Victimage(ordateof birth)
ndash Victimethnicity
3218 School exclusions (depersonalised data)
bull SourceLocalcouncil
bull Type of dataRecordsonpupilsexcludedfromschool
bull Recommended minimum dataset
ndash Gender
ndash Age
ndash Ethnicity
ndash Nameof school
ndash Eastingcoordinate(relatingtotheschooladdress)
4 PleaseseetheDepartmentof TransportrsquosguidanceentitledCrime on Public Transport ndash Guidance for Community Safety Partnerships in England and Walesavailableatwwwcrimereductionhomeofficegovukcrimereduction056htm
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4040
Information sharing for community safety ndash Guidance and practice advice
ndash Northingcoordinate(relatingtotheschooladdress)
ndash Typeof exclusion(egpermanenttemporary)
3219 Environment Agency recorded environmental crime (personalised data)
bull SourceEnvironmentAgency
bull Type of dataRecordsonenvironmentalcrimeincludingtheillegaldumpingof wasteandillegalwasteprocessingsitesLocalcouncilsrecordflytippingonFlyCapturebutlargedumpsof wastearepasseddirectlytotheEnvironmentAgencyLargeflytipsandillegalwasteprocessingsitesusuallyhandletyresandconstructionwasteandthereisevidencesuggestinglinksbetweenthistypeof activityandorganisedcrime
bull Recommended minimum datasets
A Illegal dumping of waste (personalised)
(LargeillegaldumpsthatarerecordedseparatelytosmallflytippingincidentsthatarerecordedonFlyCapturebylocalcouncilsThatdatasetisdescribedaspersonalisedbecausefulladdresslocationinformationisallowedtobeshared)
ndash Incidentreferencenumber
ndash Typeof incident(egconstructionwastetyres)
ndash Committedfromdateof incident
ndash Committedfromtimeof incident
ndash Committedtodateof incident
ndash Committedtotimeof incident
ndash Addresslocationof incident
ndash Eastingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
ndash Northingcoordinate(relatingtotheaddresslocationwheretheincidentoccurred)
B Illegal waste processing sites (personalised)
ndash Sitereferencenumber
ndash Nameof wasteprocessingsite
ndash Nameof siteowner
ndash Typeof illegalwaste
ndash Dateidentified
ndash Addressof site
ndash Eastingcoordinate(relatingtotheaddressof thesite)
ndash Northingcoordinate(relatingtotheaddressof thesite)
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
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Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
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Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
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Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4141
3 Information that should be shared
3220 Police recorded stop and search (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataRecordedstopsandsearchesAstopmaynotresultinasearchbutasaminimumdetailsof thesearchratherthanallstopsthatdonotresultinasearchshouldbeshared
bull Recommended minimum dataset
ndash Referencenumber
ndash Dateof search
ndash Timeof search
ndash Genderof suspect
ndash Ageof suspect
ndash Ethnicityof suspect
ndash Reasonforsearchegdrugscarryingaweaponinpossessionof stolengoods
ndash Resultsof searchegarrestcautionnoaction
ndash Addresslocationof search
ndash Eastingcoordinate(relatingtotheaddresslocationof thesearch)
ndash Northingcoordinate(relatingtotheaddresslocationof thesearch)
Stopandsearchdataareusefulforexploringpatternsandresultsgeneratedfromthistypeof activityparticularlywhenusedasatactictotrytoaddresscertaincrimeissues(egyoungpeoplecarryingknives)
3221 Police recorded results of drug tests for trigger offences (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataTriggeroffencesaretypesof offencesthataremostusuallyinfluencedbydrugmisuseAnumberof policeforcesinEnglandandWalesareIntensiveDIPareaswherethereisamandatoryrequirementfortestingfordrugsforthesetypesof offences
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Resultof drugstest
ndash Typeof drugused
Drugtestresultsfortriggeroffencescanbeusefultohelpunderstandthelevelof druguseinthecommunityandthedirectimpactthatithasoncrime
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4242
Information sharing for community safety ndash Guidance and practice advice
3222 Police recorded detection status of offence (depersonalised data)
bull SourceLocalpoliceforce
bull Type of dataStatusonthedetectionof arecordedcriminaloffenceThiscanbeusedtohelpidentifythetypesof crimethataredifficulttodetectandperformancechangesindetectionlevels
bull Recommended minimum dataset
ndash Crimereferencenumber
ndash Typeof offencendashHomeOfficeclassificationcode
ndash Detectionstatus
33 dATA AvAILABLE IN AggREgATE FORM
Thereareseveralsourcesof informationthatprovideaggregatedataandthatarecomplementarytopersonalisedanddepersonaliseddataparticularlyforthedevelopmentof intelligenceproductsThissectionprovidesasummaryof thisinformation
If theinformationisnotinthepublicdomainthenalltheinformationthatislistedcanbeaccessedviaauthorisedmeansintheCSP(andshouldthereforebetreatedaslsquorestrictedrsquoDatathatshouldbetreatedasrestrictedaremarkedaccordinglyinthissection)ConsultyourCSPCoordinatorfordetailsonaccessingthisinformation
331 iQUANTA (RESTRICTEd)
Source HomeOffice
iQuantaprovidesarichsourceof informationthatCSPscanaccesstosupportperformancemonitoringThedatathatcanbesourcedisaggregateinformationthatcanallowCSPstomonitortrendsincrimeincludinghowtheyareperforminginrelationtotheirmostsimilarCSPsDataontheBritishCrimeSurveycanalsobeaccessedfromiQuantatohelpCSPsmonitorlevelsandchangesinpublicperceptionsandsatisfactionwiththeservicethatthepoliceandotherlocalagenciesprovidefortacklingcrimeandanti-socialbehaviour(httppolicehomeofficegovukperformance-and-measurementiquantaindexhtml)
332 Ffynnon ndash the pan-Wales performance management system (RESTRICTEd)
Source WelshAssembly
Ffynnonisanorganisationalperformancemanagementsystemthatallowsuserstocollateandpresentinformationaboutrisksprojectsandperformanceindicatorsbyusingarangeof visualrepresentationsThisengagestheuserandhelpsthemtounderstandwhatisoftenquitecomplexdataInadditionFfynnonallowsuserstobenchmarktheirperformanceagainstthatof others(httpwalesgovuktopicslocalgovernmentffynnonlang=en)
333 Place Surveys
Source Localcouncil
ThePlaceSurveyprovidesinformationonpeoplersquosperceptionsof theirlocalareaandthelocalservicestheyreceiveThePlaceSurveyiscarriedouteverytwoyearsineachlocalgovernmentareaandasksseveralquestionsthataredirectlyrelevanttocommunitysafetyTheseare
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4343
3 Information that should be shared
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaafterdark
bull Howsafeorunsafedoyoufeelwhenoutsideinyourlocalareaduringtheday
bull Thinkingaboutthislocalareahowmuchof aproblemdoyouthinkeachof thefollowingarenoisyneighboursorloudpartiesteenagershangingaroundthestreetsrubbishorlitterlyingaroundvandalismgraffitiandotherdeliberatedamagetopropertyorvehiclespeopleusingordealingdrugspeoplebeingdrunkorrowdyinpublicplacesabandonedorburnt-outcars
bull Howsatisfiedordissatisfiedareyouwitheachof thefollowingpublicservicesinyourlocalarealocalpoliceforcelocalfireandrescueservice
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesseekpeoplersquosviewsabouttheseissuesinyourlocalarea
bull Howmuchwouldyouagreeordisagreethatthepoliceandotherlocalpublicservicesaredealingsuccessfullywiththeseissuesinyourlocalarea
ThefirstPlaceSurveyswereconductedin200809Priortothissimilarinformationwasavailableinthe2006LocalGovernmentUserSatisfactionSurvey(LGUSS)andthe200506BestValuePerformanceIndicators(BVPIs)andcanbesourcedtooffersomeopportunityforcomparisonsandtrendsovertime
334 Face the People information
Source Communitysafetyteam
FacethePeoplesessionsinvolveseniorrepresentativesof theCSPmeetingthepublicandcangenerateusefulinformationthathelpsidentifyperceptionsconcernsworriesandpriorities
335 Neighbourhood Policing community consultations
Source Localpoliceforce
NeighbourhoodPolicingteamsregularlycarryoutsurveysthatcangenerateusefulinformationonlocalconcernsandprioritiesforcommunitysafety
336 TellUs Survey
Source Localcouncil
Thisisasurveyof childrenandyoungpeopleacrossEnglandaskingtheirviewsabouttheirlocalareaandincludingquestionsthatrelatetopersonalsafetyThesurveyisrepeatedannuallywithresultsbeingavailableinthespringof eachyear(wwwtellussurveyorguk)
Itisimportantthatanyfindingsfromsurveydataareassessedfortheirqualityandreliabilityandsupportedwithinformationonhowtheyshouldbeused(seealsosection34onmetadata)
337 Prolific and other Priority Offender cohort (RESTRICTEd)
Source HomeOffice
NationalIndicator30data(re-convictionrateof PPOs)Thisdataisprovidedquarterlytoshowareastheirperformanceinreducingtheconvictionrateof identifiedPPOsintheirareas
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4444
Information sharing for community safety ndash Guidance and practice advice
PPOSchemePerformanceFrameworkdataisacollationof informationthatisupdatedeverythreemonthsfromJTrackthePoliceNationalComputerandreturnsfromlocalPPOschemestoprovideheadlinemeasuresforacohortof PPOsThesedatacanbeusedtoexplorethenumbersof PPOsineachpoliceforcedemographicdetailsrecentoffencesandconvictionsresultsof drugtestingalcoholmisusetheircurrentstatusandlevelsof re-offendingThedatacanbeaccessedviaauthorisedmeanswithintheCSP
338 dIRWeb (RESTRICTEd)
Source HomeOffice
ThisinformationcanbeusedformonitoringengagementontheDrugInterventionsProgramme(DIP)ADrugInterventionRecord(DIR)formiscompletedeverytimeaclientisassessedbytheDIPprogrammeThisinformationcanshowaclientrsquosjourneythroughDIPincludingtheirengagementtreatmentandtransfersItalsoincludesdemographicprofilesof thoseontheprogramme(wwwdirwebcouk)
339 Admissions for drugs and alcohol misuse
Source Publichealthobservatories
ThepublichealthobservatoriescollateinformationthatrelatestodrugsandalcoholmisuseincludingdataextractedfromtheNationalDrugTreatmentManagementSystem(NDTMS)andhospitaladmissionsEachpublichealthobservatorypublishesaggregatedinformationonlineatwwwaphoorguk
3310 drug and alcohol use and treatment (RESTRICTEd)
Source DrugandAlcoholActionTeam(DAAT)
TheDrugsandAlcoholNeedsAssessmentisareportproducedbyeachDAATannuallyanditcanprovidearichsourceof aggregateinformationondrugsandalcoholuseandtreatmentThisincludesdetailsonthefollowing
bull thenumberof problematicdrugmisusersincludinganassessmentbasedonthosethatareknownaboutandtheestimatesthataregeneratedannuallyfortheDAATThiscanthenhelptoassessthepenetrationof drugtreatmentservices
bull druguseof choice
bull referralroutetodrugtreatment(egself referralviatheCJSorDIP)
bull demographicprofileof thoseintreatment
bull employmentstatusof thoseintreatment
bull homeresidenceof thoseintreatment
bull lengthof timeintreatmentThismeasureisusefulasdrugtreatmentismorelikelytobeeffectiveif clientsareretainedintreatmentfor12weeksormore
bull dischargesfromdrugtreatmentforthosethatarenowdrugfreeTreatmentservicescantendtofocusonincreasingnumbersandretainingclientsintreatmentwhilstreducingriskstotheirhealthandthewiderimpactonsocietyThistypeof datacanbeusefulforexploringfurthertheeffectivenessof drugtreatmentbymeasuringthenumbersof usersdischargedfromtreatmentthataredrugfree
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
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Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
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emen
t of
aut
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ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
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ers
bull P
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ssin
g (c
lean
ing
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mat
ting
de
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onal
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g g
eoco
ding
)bull D
ata
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ent
Cer
tain
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a m
ay b
e so
urce
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rect
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ers
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han
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ing
proc
essi
ng b
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Fit
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ose
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del
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ndash G
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Pre
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ndash Ti
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ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4545
3 Information that should be shared
3311 violent extremism and terrorism (RESTRICTEd)
Source Localpoliceforce
IntelligencecapturedinthelocalPREVENTStrategicAssessmentshouldbesharedwiththeCSPAsaminimumthisshouldinclude
bull Thecurrentlocalthreat
bull Knownlevelsof violentextremisminthelocalarea
bull Detailsonvulnerablepersonsgroupscommunitiesandplacesthatmaybeexploitedbyviolentextremism
Low-levelcrimeandASBandviolentextremismandterrorismareatoppositeendsfromeachotheronthepublicsafetyseverityspectrumhoweverthecontinuumthatrunsthroughthemisthattheyaffectcommunitiesandthatoffendersandperpetratorscomefromlocalcommunitiesOftenitisthemostmarginalizedandfragmentedcommunitiesthatareatthegreatestriskof highlevelsof crimeandthesecommunitiesarealsotheoneswhereresilienceneedsstrengtheningtohelpcountertheglobalterroristideologyHenceconsideringcommunitysafetyalongsidethePREVENTagendaispracticalforaddressingthesewide-rangingbutcommunity-basedpublicsafetyissues
3312 Census of Population
Source OfficeforNationalStatisticsorlocalcouncil
DatafromtheCensuscanbesourcedeitheronlineorfromthelocalcouncilThisdataprovidesarichsourceof demographicandsocio-economicinformationincludingdatabyagegroupgenderethnicityeducationalattainmentoccupationhousingtenureandhousingtype
3313 Neighbourhood Statistics
Source TheNeighbourhoodStatisticsService(NeSS)
NeSSprovidesfreeaccesstoaggregategovernmentadministrativeinformationincludingdataonwelfarebenefits(suchasincomesupport)publicaccesstoservices(suchasaccesstopharmaciesandschools)lifestylegroupspopulationmovementandmigrationandunemployment(wwwneighbourhoodstatisticsgovuk)
3314 Index of deprivation
Source CommunitiesandLocalGovernment
TheIndexof MultipleDeprivationcombinesanumberof indicatorschosentocoverarangeof economicsocialandhousingissuesintoasingledeprivationscoreforeachsmallareainEnglandItprovidesascoreforeachareaandarankallowingareastobecomparedwithoneanotheraccordingtotheirlevelof deprivationItisupdatedapproximatelyeveryfouryearsandprovidesdataatlocalauthoritylevelandforeachLowerSuperOutputAreainEngland(wwwcommunitiesgovukcommunitiesneighbourhoodrenewaldeprivationdeprivation07)
InWalestheequivalentindex(theWelshIndexof MultipleDeprivation)isavailablefromtheWelshAssemblywebsiteathttpwalesgovuktopicsstatisticsthemewimdlang=en
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4646
Information sharing for community safety ndash Guidance and practice advice
3315 Major housing retail and other construction developments
Source Localcouncil
Majorconstructiondevelopmentsincludinglarge-scaleregenerationprojectscanhaveasizeablepositiveornegativeimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheselarge-scaleactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilplanningdepartment
3316 Calendar of public and community events and festivities
Source Localcouncil
PubliceventscommunityeventsandfestivitiescanhaveanimpactoncommunitysafetyItisusefultoconsultonthisinformationperiodicallytoidentifythepossibleimpactthattheseactivitiesmayhaveThistypeof informationcanbesourcedfromthelocalcouncilrsquoscultureandleisuredepartment
34 METAdATA
MetadataisinformationaboutinformationandprovidesthemeanstorecorddetailsaboutwhatadatasetcontainsandanycaveatsandconditionsonitsuseItisrecommendedthatmetadataisprovidedwitheachsupplyof datausedforthegenerationof intelligenceproductsorinthecaseof coredatathatthemetadatarecordedwiththefirstsupplyof dataiskeptuptodateThefollowingmetadatashouldbeprovided
bull Nameof agencysupplyingtheinformation
bull Nameandcontactdetailsof supplier
bull Datasetname
bull Timeperiodcovered
bull Fileformat
bull Numberof recordssupplied
bull Datesupplied
bull Listof datafieldscontainedinthedataset
bull Explanationof datafieldscontainedinthedatasetif thefieldisnotself-explanatoryfromitsdatafieldname
bull Caveatsandconsiderationsontheuseof thedataset
Thereareoccasionswhencertaincaveatsandconditionsof useshouldbeappliedtodataForexamplethiscouldrelatetowhenthecompletenessof certaindatafieldsisquestionablebuttheirinclusioncanbeinformativeToensurethatappropriatecareistakenwiththeiruseinintelligenceproductstheinformationsuppliershouldbeinapositiontorecordthesecaveatsandtermsof usetoensurethatdataarenotusedinappropriately
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4747
3 Information that should be shared
AmetadataformwiththeabovedetailscanalsobeausefulplacetoremindtheagencytowhomdataisbeingsuppliedwhattheirlegalrolesandresponsibilitiesareensuringthatthedataareprocessedinaccordancewiththeISPandthattherestillremainrestrictionsontheuseof theinformationevenif itisdepersonalisedThisincludesensuringthatanyuseof theinformationinintelligenceproductsrequirestheseproductstobemarkedaslsquorestrictedrsquo
Itisalsoimportanttoestablishfromtheoutsetif anyparticularcodingsystemsareusedinthedataset(egnumericalcodingusedforethnicgroups)andwhatmethodologyhasbeenusedtodetermineanygeographiccoordinatesincludedasdatafieldsinthedataset
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
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6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4848
Information sharing for community safety ndash Guidance and practice advice
4 How to share informationInthissectionwedescribehowinformationshouldbesharedWebeginbydescribingmanyof thecommonbarrierstoinformationsharingthensetoutfivekeyprinciplesthathelpovercomethesedifficultiesandpromotegoodinformationsharingWethenaddtothisbyexplainingtheprocessesinvolvedininformationsharingandhowbydrawingfrompracticeanumberof stepscanbefollowedtohelpfacilitategoodpracticeinsharinginformationWesummarisethiswithaflowmodelthathelpstoillustratethedirectiontofollowandquestionstoconsiderwhensharinginformationAnsweringthesequestionsshouldbepossiblebydrawingfromthisandothersectionsof theguideWefinishthissectionbydescribinganinformation-sharingframeworkthatcanfacilitatetheseprocessesandsupporttheeffectiveandefficientsharingof information
41 BARRIERS TO INFORMATION SHARINg
ManyCSPshaveexperienceddifficultiesandbarrierstoinformationsharingIssueswithinformationsharinghavebeenwell-rehearsedanddocumentedinotherpublications(seeRadburn2000CabinetOffice2000)soweavoidgoingintogreatdepthhereManyCSPsoftenexperiencedifficultiesininformationsharingbecausetheyoperateanadhocdataexchangearrangementwhichinturnresultsintheinformationsourcedbeingtoolittleandtoolateforittobeof anyrealuse
Thelackof anyroutineandthelackof definedprocessesforsharinginformationbetweenCSPpartnerscancreateanumberof problems
bull Thereisalackof consistencyinthetypeof informationthatisrequestedmeaningthatinformationsuppliersperformnewprocesseseachtimearequestismadeThishasanobvioustimedemandthatmayresultinpartnersnotsharinginformation(ietheyclaimtheydonothavethetimetomeettherequest)oraffectshowquicklyarequestcanbemet
bull Theover-relianceononepartnerprovidinginformationcancreatestressesandtensionsinaninformation-sharingrelationshipparticularlywhentheinformationsupplierreceiveslittleinreturn
bull Theinformationthatisexchangedexistsonlyintheformof reportscontainingstatisticsratherthanrawdataWhilstindividualpartnersmayperformanalysisontheirowndatathelackof sharingof rawdatacanpreventthetypesof multi-agencydataanalysisthattheCSPinpartwasdesignedtodo
Otherbarrierstoinformationsharinginclude
bull alackof resourcesandskillsinbringingpartnershipinformationtogether
bull thesilomentalityndashlsquoitrsquosourdataandyouarenotusingitrsquondashcontinuestoactasoneof themainbarrierstoinformationsharing
bull agencieschargingfortheirdataThishashappenedonseveraloccasionswhenagencieshavecontractedaserviceoutandwhenarequestfordatafromtheCSPismadetothatcontractedservicetheyareunwillingtoprovidetheinformationwithoutlevyingsomechargeforitssupply
bull exchangingdatacanmakethosewhooriginallysharedthedatanervousabouthowitwillbeusedandwhatresultswillcomefromanalysesespeciallyif dataareusedinamannerthatisslightlydifferentfromhowtheagencyitself mayusethesedataThisnervousnessmaythenresultinthemtryingtoavoidsharinginformation
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
4949
4 How to share information
bull agenciesmayusetheexcusethattheydonotthinktheirdataisof goodqualitysorestrictaccesstoitparticularlybecausetheythinkothersmayusethedatainappropriatelyandwithoutrecognisingitsflaws
bull wherethelegalbasispermitsthesharingof personaldatatheselawsareoftennotwellunderstoodbypractitionersThesepractitionersmaythenthinkthatsharingthedatawillbreakthelawthereforerefuseaccesstodataratherthanadoptingalsquocandorsquoattitudeandworkingthroughtheconfusion
bull theprocessingrequirementtodepersonalisedatacanberesourceintensiveBecauseatimeresourceisrequiredtodepersonalisedatatheexcuseoftengivenisthatpeopledonothavethetimetocarryoutthisdutyndashthereforeaccesstodataisdenied
bull poorcommunicationbetweenthelsquorightrsquopeopleinagencieswilloftenfailtobreakdownthecommunicationbarriersinapartnershipandfrustrateaccesstoinformationand
bull thelackof aco-ordinatedapproachtoinformationsharingoftenresultsinpoorinformationmanagementandlittleopportunityforstrategicinformationimprovementstoinformation-sharingarrangementsanddataquality
InformationsharingrequirescarefulnurturingNotallthechallengeswillbesolvedinonegoLackof awarenessorculturalbarriersrequireexamplestoillustratehowinformationsharingndashtothelevelof precisionrequiredandincompliancewithanylegislationndashispracticalandcosteffectiveappliesproportionalefforttothebenefitsgainedimprovesCSPdecision-makingandbringsreturnsoninvestmentsuchashelpingtoachieveareductionincrimeInthenextsectionswesetoutsomeprinciplesandguidanceonhowbesttogoaboutinformationsharinginamannerthathelpstoovercomeandavoidthesebarriers
42 PRINCIPLES OF INFORMATION SHARINg
TherearefivekeyprinciplesthatshouldbeconsideredwhensharinginformationinaCSPFollowingtheseprincipleswillhelptoensurethatinformationsharedisputtopracticalusesopartnerswhoprovideinformationareclearaboutandcomfortablewithhowinformationwillbesharedandused
421 Principle 1 Explain why the information will help the CSP
Itisvitalthatanyinformationissharedsothatitcancontributetotheservicedeliveryof theCSPExplainingwhytheinformationwillbeof useneedstobedonebydescribingthequestionsthatthisinformationwillhelpanswerandhowtheinformationwillbeusedThishelpstoexplainthattheinformationwillbeof valueandovercomeconcernsthattheinformationwillbeusedinappropriately
422 Principle 2 Identify the potential benefits for the information supplier
AnyagencythatissharinginformationisdoingsowithsomeresourcecostTohelpthemtojustifythiscost(beyonditbeingforthegeneralgoodof theCSP)itisusefultoidentifythepotentialbenefitsfortheinformationsupplierthatwillcomefromsharingthisinformationThismayincludethembeingabletoreceiveotherpartneragencyinformationorhelpingthemmakeimprovementsintheirservicedeliveryasaresultof thewayinwhichinformationisusedMostoftenthecollationof differentpartneragencyinformationisgreaterthanthesumof itspartsinhelpingtounderstandaproblemInadditionotheragenciesmaybeabletousetheirexpertisetoanalyseinformationinwaysthathadnotbeenpreviouslyconsideredorwerenotachievablebecauseanalyticalresourcesintheagencyfromwhichtheinformationwassourcedarelimited
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5050
Information sharing for community safety ndash Guidance and practice advice
423 Principle 3 Information shared must be fit for purpose
Informationsharedneedstobefitforthepurposeof itsuseFitnessforpurposewithregardstosharinginformationforcommunitysafetyisdefinedintermsof twokeyqualitiesndashthefirstqualityensuresthatallinformationsharingislegalwiththesecondrelatingtothecontentof theinformationthatissupplied
bull Compliancewithlegislationtheremustbeaclearlegalbasisforthesharingof informationThismustbeconsideredforbothpersonalanddepersonalisedinformationtohelpensurethatdataaresharedinamannerthatiscompliantwithlegislationThelegalbasisonwhichdatacanbesharedthenhelpstodefinetheotherqualities
bull Contentof informationthedatasharedmustincludetherelevantdatafieldsandthesedatafieldsneedtocontaintherelevantinformationTherelevanceof theinformationcanbedefinedinfourterms
ndash PrecisionprecisionreferstothedetailcontainedinadatafieldInformationmustbeof aprecisionthathelpstheCSPtomaximiseitsuseForexampleif aCSPisexploringissuesassociatedwiththevictimisationof youngpeoplethedatawouldbemorefitforpurposeif itallowedeachone-yearagegrouptobeexploredratherthantheagegroupsbeingaggregatedtogetherpriortotheirsupplyIf thedatawereaggregatedintothegroups10ndash1515ndash2020ndash25thiswouldrestricttheuseof thesedataif thedefinitionof alsquoyoungpersonrsquoforthepurposeof understandingtheproblemwas17yearsof ageorunderPrecisionalsoreferstothegeographicallevelatwhichdataaresharedCSPstypicallyrequiredatatobegeographicallyprecisetothesub-neighbourhoodlevel(egtoatleastthepostcodeunitlevel)tomaximiseitsuseInformationshouldbesharedtoitshighestlegallypermissiblelevelof precision
ndash Accuracyaccuracyreferstothedeviationof informationawayfromitstruevalueInformationmustbeaccurateforCSPpurposeshoweverthereareoccasionswhenthetruevaluemaynotbeknown(egtheageof apersonwhocommittedanoffencemaynotbeexactlyknownbecauseitreliesuponajudgementbythevictimorawitness)Itisimportantthatinformationsuppliersmakeinformationusersawareof anyissueswithaccuracyIssueswithaccuracyshouldnotpreventthesupplyof informationInformationisneverperfectandmostofteninformationaccuracyimprovessubsequenttoitsuse
ndash CompletenessacompletestateisonethatrequiresnothingtobeaddedInformationsharedforthepurposesof communitysafetyshouldbeascompleteaspossibleWhenaninformationsupplierhasconcernsaboutthecompletenessof informationthisshouldbespecifiedinordertoensurethatdatausersdonotmisinterprettheinformationAswithaccuracyissuesof completenessshouldnotpreventthesupplyof informationOftenaparticularsourceof informationprovidestheonlyavailableinformationonthatproblemandwhilstitmaynotbecompleteitatleastprovidessomethingthatcanbeusedtohelpexplorecertainaspectsof aproblem
ndash CurrencydataneedtobetimelytosupportCSPintelligence-ledactivitiesTimelinessdiffersaccordingtotheusethatdataareputtoForexampledataonadomesticviolenceincidentmayneedtobesharedamongstthepartnershipimmediatelyaftertheincidenttoensurethatanappropriateresponseisputinplacetohelpaddressanyfutureriskCrimedatausedforaproblemprofilemaynotneedtobeastimelyandcouldconsistof dataforthelast12monthswiththelastrecordreferringtotheendof thepreviousmonth
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5151
4 How to share information
Measuringthefitnessforpurposeof informationthereforerequiresthelegalbasistobeclearwiththequalitiesof itscontenttobeconsideredagainsttheusetowhichtheinformationwillbeputAslongasthelegalpowerexiststoshareinformationotherbarriersshouldnotstandinthewayof sharinginformationtotherequiredlevelof content
424 Principle 4 data are securely managed
DatausedbyaCSPshouldbemanagedwithinasecureenvironmentThisincludesthemanagementof depersonalisedinformationwhichwhileitdoesnotidentifyanindividualcanstillberestrictedinformationthatonlyauthoriseduserscanaccess
425 Principle 5 data are easy to access
DatashouldbeheldinanenvironmentwheretheyareeasytoaccessEaseof accesstodatahelpstopromotetheiruseandovercometheoftentime-consumingprocessof sourcingandextractingdata
Inthenextsectionwehelpillustratehowtheseprinciplescanbeappliedinpracticebydescribingtheprocessesinvolvedininformationsharing
43 PROCESSINg INFORMATION-SHARINg REQUIREMENTS
Theprocessof sharinginformationrequirescertainstepstobetakenInthissectionwedescribethesevariousstepsandillustratehowtheycanbecarriedoutagainsttheprinciplessetoutinprevioussectionsof thisguideWealsosummarisethesestepsusingtheflowmodelshowninFigure3(seep59)whichsetsouthowtohandletheinformationrequiredforperformancemonitoringtasksthedevelopmentof intelligenceproductsidentifyingnewincidentsandemergingproblemsandforsupportingthedeliveryof servicestoparticulargroupsorindividuals(asdefinedinSection23)Theflowmodelalsocapturesinsummarisedformkeypiecesof informationfromprevioussections
431 Step 1 Identify the information that is required and establish the legal basis on which it can be shared
Thefirststepinvolvesidentifyingwhattheinformationwillbeusedforandthetypesof questionsitwillanswer
bull Willtheinformationbeusedfor
ndash performancemonitoringpurposes
ndash ananalyticaltasksuchasassistinginthedevelopmentof anintelligenceproduct
ndash aCSPbusinessmeeting
bull Whattypesof questionsshouldtheinformationhelptoanswerforexample
ndash HowhavelevelsandperceptionsinASBchangedoverthelastyear(performancemonitoring)
ndash Whyisviolentcrimeincreasingacrossthedistrict(developmentof intelligenceproducts)
ndash Whatprogresshasbeenmadeinthemanagementof thedistrictrsquosPPOs(CSPbusinessmeeting)
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5252
Information sharing for community safety ndash Guidance and practice advice
Insomesituationsoneof thefirstrequirementsistoensurethatdefinitionsareagreedinrelationtothequestionsbeingaskedForexamplewhatdowemeanbyASBandviolentcrimeintermsof waysthattheycanbemeasuredBylsquoviolentcrimersquodowemeanviolentcrimeassociatedwiththenight-timeeconomyorlsquoviolentcrimersquoinwiderdefinitionalterms
Forthepurposeof developingintelligenceproductsparticularlyproblemprofilesitisusefultoposecertainhypothesesinrelationtotheproblemthatneedstobeexploredbecausethishelpstoidentifytheinformationthatisrequiredForexampleinconsideringwhyviolentcrimeassociatedwiththenight-timeeconomyisincreasingthefollowinghypothesescouldbetested
ndash theincreaseinviolentcrimeisconcentratedoncertainplacesdaysof theweekandtimesof thedayratherthanamorewidespreadincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeismoreassociatedwithlessseriousviolenceratherthanseriousviolencendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataandadmissionstoAampEdepartmentsforassault
ndash theincreaseinviolentcrimeisassociatedwithasmallnumberof licensedpremisesratherthanamoregeneralincreasendashdatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultambulancecall-outsforviolentoffencesanddataonthelocationof licensedpremisessourcedfromthelocalauthorityorfrombusinesslistingsdata(egYellowPages)
ndash theincreaseinviolentcrimeisduetoanimprovementinreportingtothepoliceDatathatcouldbeusedtotestthishypothesisincludepolicerecordedcrimedataadmissionstoAampEdepartmentsforassaultandambulancecall-outsforviolentoffencesIf policerecordedcrimedataforviolentoffenceshadincreasedwhiletheothertwohadnotthenthiscouldbeconsideredasareasontoexplaintheincreaseBetterstillwouldbetousesurveydatatoexploreif publicconfidenceinreportingviolenceoffenceshasincreasedThiswouldhoweverrequiresurveystobeconductedbothbeforeandafteranyinitiativethatwasputinplacetohelpimprovereporting
Inmostcircumstancesmorethanonepieceof informationordatasetwillberequired
Thenextstageinvolvesestablishingthelegalbasisforthesharingof thisinformationunderwhatlegalpowercantheinformationbesharedIf theinformationrelatestodepersonalisedinformationthenthereisnolegalrestrictiononsharingdatabetweenCSPpartnersIf theinformationispersonalisedthenaclearlegalbasismustbeestablished
432 Step 2 Identify the source of this information
ThisstepinvolvesidentifyingtheagencywhocansupplytheinformationandthebestpersonwithinthatagencytocontactItisusefulforaCSPtohavealistof contactstoapproachforinformationrequestsIf thishasnotbeendevelopedthentheDesignatedLiaisonOfficerforthatagencyshouldbeconsultedalongwiththeCSPCo-ordinatortoidentifythecontactpoint
If aservicehasbeencontractedouttoaprovideranditinvolvesthecollectionandmanagementof datarelevanttocommunitysafetythenitisimportantthatanyfuturedatasupplyrequiredfromthisprivatelymanagedserviceisprovidedfreeof chargeThisconditionshouldbewrittenintothecontractwiththeserviceprovider
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5353
4 How to share information
434 Step 3 Explain why the information is required and how it will be used
Step1willhaveestablishedthereasonswhytheinformationisrequiredandcannowbeusedtohelpjustifytheinformationrequestbackedupwiththenecessarylegalbasisif personalinformationisbeingsharedIf theinformationrequestrelatestodepersonalisedinformationthenthereisnolegalbasisfornotsharingtheinformationbetweenCSPpartneragencies
434 Step 4 Extract the data and transfer the information
Step4involvesthefollowingtasks
bull identifytheformatinwhichthedataarerequiredegpaperorelectronicformatasdatarecordsratherthanareportof analysisresultsincommadelimitedformatorsomeothercommonfileformatratherthaninsomeunusualnativedatabaseformat
bull findouthowlongitwilltakefortheinformationtobeextractedandsuppliedand
bull agreewiththeinformationsupplierthesecuretransferprocessthatwilloperateforthesupplyof dataandensuretherequiredservicesareinplace
Alltransfersof informationthatrelatetocommunitysafetyshouldoperatewithinasecureenvironmentThetransferof informationinvolvesremovaltosomeothermediumsuchasCDUSBmemorystickorafileattachedtoanemailThisrequirestheapplicationof thestandardsassetoutontheCross-Government Actions Mandatory Minimum Measureswhichdefinesthecurrentarrangementsfordatatransferprocedures(seehttpwwwcabinetofficegovukcsiaaspx)Insummarythisrequires
bull theinformationfortransfertotheremovablemediatobetheminimumnecessarytoachievethebusinesspurposebothintermsof thenumbersof peoplecoveredbytheinformationandthescopeof informationheld
bull theremovablemediatobeencryptedtoastandardof atleastFIPS140-2orequivalentinadditiontobeingprotectedbyanauthenticationmechanismsuchasapassword
bull thetransferof datatoremovablemediatobesubjecttomonitoringbymanagerstheDesignatedLiaisonOfficerandthesupplierof theinformation(ietheInformationAssetOwner)and
bull theindividualresponsiblefortheremovablemediatohandleitthemselves
Theuseof aweb-basedtransferprocessisalsopermissibleandencouragedwherethisoffersahigherlevelof securityForanexampleseeBox2onp56
435 Step 5 Consider whether any additional processing tasks are required
Thedatasuppliedmaynotalwaysbeof astandardthatpermitsitsimmediateuseThismayentaildatabeingcleanedtocorrectforformaterrorsspellingandcodingerrorsandthecorrectionof incompleteinformationwhereothersourcescanaidthiscorrection
If geographiccoordinatesarerequiredtopermitmappinginageographicalinformationsystem(GIS)andthedatadonotcontainthisinformationbutcontaintheaddressalocationorsomeothergeographicreference(egcensusoutputareacode)thenthisinformationwillalsoneedtoundergoadditionalprocessingSomedetailsof thisprocessaredescribedinAppendix1AbutformoredetailsonthisconsultyourlocalGIStechnicianonhowthiscanbeperformedMostlocalauthoritieshavea
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5454
Information sharing for community safety ndash Guidance and practice advice
GIStechnicianusuallylocatedinthePlanningDepartmentandallpoliceforceshaveapersonwithsometechnicalGISskillswhomayalsobeabletoprovidesomeadvice
436 Step 6 Store the data securely
TheinformationthathasbeensuppliedmustthenbestoredsecurelyThisrequirestheapplicationof thestandardsassetoutintheCross-Government Actions Mandatory Minimum Measures thatdefinethecurrentarrangementsfordatastoragerequirements(seehttpwwwcabinetofficegovukcsiaaspx)Insummarytheserequirethat
bull wheninformationisheldonpaperitmustbelockedawaywhennotinuseorthepremisesonwhichitisheldmustbesecured
bull wheninformationisheldandaccessedonICTsystemsonsecurepremisesallagenciesmustapplytheminimumprotectionsforinformationassetoutintheSuffolkMatrixshowninFigure1FormoredetailsonthismatrixseetheCross-Government Actions Mandatory Minimum Measures
bull agenciesshouldavoiduseof removablemedia(includinglaptopsremovablediscsCDsUSBmemorysticksPDAsandmediacardformats)forstorageoraccesstosuchdatawherepossibleWherethisisnotpossibleallagenciesshouldworktothefollowinghierarchy
ndash ThebestoptionistoholdandaccessdataonICTsystemsonsecurepremises
ndash ThesecondbestoptionistosecureremoteaccesssothatdatacanbeviewedoramendedwithoutbeingpermanentlystoredonaremotecomputerThisispossibleovertheinternetusingproductsmeetingtheFIPS140-2standardorequivalentTheNationalTechnicalAuthorityforInformationAssuranceCESGprovidesadviceonsuitableproductsandhowtousethem(wwwcesggovuk)SeeBox2onp56whichdescribesasolutionsuchasthisinSunderland
ndash Thenextbestoptionistosecurethetransferof informationtoaremotecomputeronasecuresiteonwhichitwillbepermanentlystoredBoththedataatrestandthelinkshouldbeprotectedatleasttotheFIPS140-2standardorequivalentusingapprovedproductsasaboveProtectivelymarkedinformationsuchasdataonseriousviolentcrimeoffendersandsexualoffendersandindividualsonwitnessprotectionmustnotbestoredonprivatelyownedcomputersunlesstheyareprotectedinthisway
ndash Inallcasestheremotecomputershouldbepasswordprotectedconfiguredsothatitsfunctionalityisminimisedtoitsintendedbusinessuseonlyandhaveup-to-datesoftwarepatchesandanti-virussoftware
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5555
4 How to share information
Figure 1 The Suffolk Matrix used to define the standards for the minimum protection of government information Source Cabinet Office 2009
Business Impact Level
lsquoProtective Markingrsquo
Types of data system included in category
e-GIFCSIA Network External Access
Registration level
Authentication levels
Gov PC to WWW
WiFi
WWW lsquocafeacutersquo
3G data card
lsquoPEDrsquo
Bluetooth
Home Gov PC LAN Bootable USB
IL4 Confidential
Violent and sex offenders Witness protection
Level 3 Full ID verification with appropriate vetting and need to know measures
Physicalpersonalprocedural protection with appropriate technical authentication such as username + password or biometriccertificatetoken
xGSi xCJX
Y1 N N Y2
N N N Y3
IL3 Restricted lsquoNHS Confidentialrsquo
Health record ContactPoint Crime recordPNC
Level 2 Cross checked ID verification with appropriate vetting and need to know measures
Username + passwordBiometric digital certificate
N3
GSi
CJX
Y N Y4 Y5
Y6 Y7 N Y8
IL2 Protect
General citizen data Finance systems
Level 1 Basic ID verification
Username + password and best commercial practice
GCSx
Best commercial
Y N Y Y
Y Y Y9 Y
IL1IL0 Google search BBC News
Anonymous No authentication required
Any Y Y Y Y
Arrangementsformaterialathigherprotectivemarkingsaredealtwithseparately1Vialsquothinclientinternetbrowse-downrsquo2Viahard-airedGovernmentissuesecurelaptop3RequiresastrongbusinesscaseandCESGadvice4ViaCESGapprovedproductsuchasBlackberryRefCESGProceduresforBlackberryAdministratorsandCESGSecurityProceduresforBlackberryusers5ViaCESG-approvedVPNorvalidatedManualTorManualVsolutions6ImplementationsmustbecompliantwithCESGManualY7ViaGovernmentissuesecurelaptopwithsoftwareencryption8Usingsoftware-basedcryptography9RequiresastrongbusinesscaseandCESGadvice
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5656
Information sharing for community safety ndash Guidance and practice advice
Box 2 Sunderland CSP CyberArk vault
The Sunderland CSP operate a lsquoVaultrsquo procured from CyberArk to facilitate the secure transfer and storage of community safety information
The Vault provides a single online electronic mechanism for the transfer storage and extraction of information by CSP partner agencies using technology of military security standard Login access to the Vault (which requires a user ID and password administered by an officer in the CSP) is only granted to those that have been authorised by the CSP Co-ordinator This login then fits against a profile that defines what data the person can and cannot have access to
Data transfers to the Vault are performed using a process that automatically encrypts the information as it passes through cyberspace When a user accesses the Vault and extracts information the transfer of information to their desktop is also automatically encrypted The user can decide to work on the version with this link to the Vault still established This means that after the data has been viewed the Vault will extract the information that was transferred to the userrsquos desktop and place it back in the Vault meaning that no traces of the data are left on the userrsquos computer The user can if they wish make a copy of the data that was transferred but are then subject themselves to the standard handling conditions that are required for government data
The use of The Vault also means that data is held in one place for many users to extract and therefore helps minimise database handling tasks For example each month when crime data is supplied in to the Vault it only requires an administrator to append this monthly update file to the existing archive of crime data This data update can then be accessed along with other archived data by users with authorised access
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5757
4 How to share information
Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
CSP
Information requirementbull Indentify information required
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securelybull Used appropriatelybull Not supplied to others
without suppliersrsquo consentbull Marked as restricted
Depersonalised information
Personalised information
NO
For what purpose is the information required
Satisfied with purpose
Request denied
NO
Give reason
YES
On what legal basis can the information be shared
Satisfied with legal basis
YES
Is the information that is requested personal or sensitive personal
Personal informationMeets one condition under Schedule 2
Sensitive personal informationMeets one condition under Schedule 2 and one condition under Schedule 3
Record request for information and submit to Designated Liaison Officer of the agency from which the information is to be sourced
OK to shareinformation
Supply information Adequate relevant
and not excessive
Accurate and up-to-date Secure transfer Store request
DATA HANDLING
bull
bull
bull
Stored securelybullbull Used appropriately
bull Not supplied to others without suppliers consent
Principal legislationbull Crime and Disorder Actbull Police and Justice Actbull Criminal and Justice Actbull Data Protection Actbull Caldicott Principlesbull Common law duty of
confidentiality bull Human Rights Act
YES
Aggregatedinformation
bull Information not legally restricted
bull Access available to authorised user YES
DATA HANDLINGbull Stored securely bull Used appropriatelybull Supply to others governed
by terms of data supply bull Marked as restricted
Can the information requirement be met with
depersonalised or aggregated information
NO
Give reason
NO
Give reason
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
5858
Information sharing for community safety ndash Guidance and practice advice
44 IMPLEMENTINg AN INFORMATION-SHARINg FRAMEWORK
ManyCSPsthathavematuredtheirinformation-sharingprocesseshavenowdevelopedthemintoaframeworkprocessmodelthatsupportsthecontinualefficientandeffectiveexchangeanduseof informationThistypeof frameworkcannowbeseentooperateacrosstheCSPsinGreaterManchesterCornwallCheshireandacrossthe12CSPsintheNorthEastof England
Aninformation-sharingframeworkhasthefollowingbenefitsinpromotinginformationsharing
bull CSPsexploreandmakeuseof moreefficientprocessestofacilitateinformationsharingsuchasimprovingtheservicesandarrangementsforsourcingdatadatacleaninganddatastorageoftenresultinginthefirstinstanceintheestablishingof aninformationhub(alsoknownasadatawarehouse)thatactsasthecentralstoragefacilityforCSPinformationthatissharedManyCSPshavealsotakenthedecisiontocontractoutthesourcingcleaninggeocodingandsupplyprocessesinmostcasestotheirlocalpublicobservatoriesSeeBox3foranexample
bull AdefinedstructureforinformationsharinghelpstheCSPparticularlyinanareawheretheframeworkisregionaltobenefitfromamoreco-ordinatedprogrammeof informationsharingthatworkstocollectivelyimprovetherangequalityandcontentof datatheycanusefortheirintelligence-ledbusinessprocesses
bull AdefinedstructureforinformationsharinghelpstheCSPtoreflectonandidentifywaysinwhichtechnologicalimprovementscanbemadetohelptowidentheaccesstoinformationstoredinacentralisedwarehouse
bull Asingleinformation-sharingframeworkhelpstopromotethekeyprinciplesinvolvedininformationsharingmoreeffectivelyThisincludesensuringthatpartneragenciesareawareof theneedforaproblem-orientedapproachtoinformationsharingfocusingonthesharingof coreinformationoverperipheralinformation
Figure3showsaprocessmodelforthistypeof informationsharingframeworkTheprocessmodelisdrivenbymeetingtheinformationrequirementsof theCSP(readersshouldstartattheCSPboxwheninterpretingthismodel)DatasourcedfrompartneragenciesandprocessedisspecifiedbytheCSPwithaservicefacilitybeinginplacetoperformthenecessarydataexchangetasksInsomeCSPsthisisafunctionthathasbeencontractedout(seeBox3)orperformedbyanofficeroradedicatedteamintheCSP
InformationisdeliveredtoaninformationhubinamannerthatensuresthedataarefitforpurposeTheinformationhubthenactsasasecuredatastoragefacilitythatauthoriseduserscanaccesstoextractdataforsupportingpartnershipintelligencedevelopmentToenableaccesstotheinformationbyawiderangeof authorisedusersmosttypicallyrequiresthishubtobeaweb-baseddatastoragetoolimplementedwiththenecessarysecurityconditions(seeSection426)
CertaindatarequiredforanalysismaynotrequireanydatacleaningorgeocodingsothesedatacanbechannelledintothehubdirectfromtheirsourceCSPsoftenalsobenefitwhentheycanaccessrecordingsystemsinrealtimeforthepurposeof investigatingspecificenquiriesThisisalsoillustratedintheframeworkbythedirectlinkbetweenusersandthepartneragencyinformationproviders
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
Figu
re 3
Pro
cess
mod
el fo
r inf
orm
atio
n-sh
arin
g to
sup
port
the
info
rmat
ion
requ
irem
ents
of C
SPs
CSP
hellip
PAR
TNER
SH
IP IN
FOR
MATI
ON
PR
OVID
ER
S
hellip
bull In
telli
genc
epr
oduc
tsbull C
ase
man
agem
ent
bull P
erfo
rman
ceda
tabull N
ewe
mer
ging
prob
lem
s
bull In
telli
genc
epr
oduc
tsbull
Cas
e m
anag
emen
tbull
Per
form
ance
data
bull N
ewe
mer
ging
prob
lem
sNon
-ana
lyst
info
rmat
ion
requ
ests
bull C
SP m
eeting
sbull
Enq
uiries
Ana
lyst
info
rmat
ion
requ
ests
bull In
form
atio
n fo
r an
alys
isC
ST
Par
tner
1Par
tner
2Par
tner
3Par
tner
n
INFO
RM
ATIO
N U
SER
SS
ourc
ing
info
rmat
ion
ndash Fo
r pe
rfor
man
ce m
anag
emen
tndash
To a
ssis
t in
the
dev
elop
men
t of
inte
llige
nce
prod
ucts
ndash To
iden
tify
and
res
pond
to
new
inci
dent
s an
d em
ergi
ng p
robl
ems
ndash To
sup
port
del
iver
y of
ser
vice
s to
par
ticu
lar
grou
ps o
r in
divi
dual
s
Cer
tain
dat
a m
ay b
e re
quired
to
mee
t ad
hoc
req
uest
s e
g n
ew in
cide
nts
Par
tner
2Par
tner
3Par
tner
4Par
tner
nPar
tner
1
Info
rmat
ion
Pro
cess
ing
Uni
t (I
PU
)
Sec
ure
info
rmat
ion
hub
Dat
a ta
sks
bull S
ourc
ing
from
IPU
bull S
ecur
e st
orag
e of
dat
abull
Aud
it t
rail
of d
ata
use
bull M
anag
emen
t of
aut
horis
ed u
ser
acco
unts
Dat
a ta
sks
bull S
ourc
ing
from
CS
P p
artn
ers
bull P
roce
ssin
g (c
lean
ing
for
mat
ting
de
pers
onal
isin
g g
eoco
ding
)bull D
ata
deve
lopm
ent
Cer
tain
dat
a m
ay b
e so
urce
ddi
rect
fro
m p
artn
ers
rath
er t
han
need
ing
proc
essi
ng b
y IP
U
Fit
for
purp
ose
data
del
iver
y
ndash G
ood
qual
ity
ndash R
ich
in c
onte
ntndash
Pre
cise
ndash Ti
mel
yndash
Com
plia
nt w
ith
legi
slat
ion
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-
6060
Information sharing for community safety ndash Guidance and practice advice
Box 3 Contracting out information sharing processes in greater Manchester and the North East of England
Across Greater Manchester the ten borough CSPs make use of the Association of Greater Manchester Authorities to arrange the sourcing processing and supply of community safety information Similarly across the North East of England the 12 CSPs in this region have Service Level Agreements with their respective sub-regional observatories to facilitate similar processes As a result of these processes CSP analysts are no longer burdened with the task of negotiating and facilitating the supply of information from partner agencies which in some areas is known to take up at least a third of their time Instead analysts can focus more time on analysis in the knowledge that data can be more easily accessed when it is required with a stamp indicating with some assurance its level of quality Across a region the application of a single information-sharing framework also helps to ensure that there is consistency in the information that can be sourced information that is fit for purpose in one area is available to the same standard in another area and cannot be jeopardised by the agency in that area not providing the necessary information
- Acknowledgments
- 11enspBenefits of information sharing
-
- Benefits of information sharing ndash a practical example
-
- 12enspContent of the guide
- 21enspTypes of information for sharing
-
- Definitions of types of information recorded by local agencies
-
- Definitions of types of information recorded by local agencies (continued)
-
- 22enspAgencies involved in information sharing for community safety
-
- Information sharing protocols
- 221enspResponsible authorities
- 222enspCo-operating bodies
- 223enspRelevant authorities
- 224enspInformation sharing with agencies outside the CSPrsquos jurisdictional area
-
- Agencies to include as signatories on the Information Sharing Protocol
-
- 225enspThe Wales Accord for the Sharing of Personal Information
-
- 23enspThe purpose of information sharing in a CSP
-
- 231enspInformation for performance monitoring
- 232enspInformation to assist in the development of intelligence products and identify and respond to new incidents and emerging problems
- 233enspInformation to support the delivery of services to particular groups or individuals
-
- 24enspLegislation applicable to information sharing
-
- 241enspPowers for sharing information
-
- 2411enspThe Crime and Disorder Act 1998
- 2412enspThe Police and Justice Act 2006 and the Crime and Disorder (Overview and Scrutiny) Regulations 2009
- 2413enspCriminal Justice and Court Service Act 2000
-
- 242enspThe law governing information sharing
-
- 2421enspHuman Rights Act 1998
- 2422enspThe Caldicott Principles
- 2423enspCommon law duty of confidentiality
- 2424enspFreedom of Information Act 2000
- 2425enspData Protection Act 1998
-
- DPA Schedule 2 conditions
- DPA Schedule 3 conditions
- Box 1 Reminding officers of their roles and responsibilities when using and handling information used for community safety
-
- 31enspApplying a problem-oriented approach to information sharing
-
- 311enspCore datasets
-
- 3111enspInformation sharing to support the operational business processes of the CSP
- 3112enspInformation sharing to support the generation of CSP intelligence
-
- 312enspPeripheral data
-
- 32enspMinimum datasets for CSPs
-
- 321enspPolice recorded crime (depersonalised data)
- 322enspPolice incident records (depersonalised data)
- 323enspCouncil-recorded incidents of ASB and environmental crime (depersonalised data)
- 324enspFire and Rescue Service deliberate fires malicious calls and assaults on staff (depersonalised)
- 325enspProbation OASys assessments (depersonalised data)
- 326enspYouth Offending Service (YOS) assessments (depersonalised data)
- 327enspProlific and other Priority Offenders (sensitive personalised data)
- 328enspPrison releases (personalised data)
- 329enspYoung Offender Institution releases (personalised data)
- 3210enspDrug treatment ndash adults (depersonalised data)
- 3211enspDrug treatment ndash young people (depersonalised data)
- 3212enspAdmissions to Accident and Emergency (A amp E) departments for injuries sustained from an assault (depersonalised data)
- 3213enspAdmissions to hospital for drugs and alcohol related harm (depersonalised data)
- 3214enspAmbulance Service calls for service (depersonalised)
- 3215enspCrimes on overground trains or at stations (depersonalised)
- 3216enspIncidents on local trainstrams and stations (depersonalised data)
- 3217enspIncidents on local buses (depersonalised data)
- 3218enspSchool exclusions (depersonalised data)
- 3219 enspEnvironment Agency recorded environmental crime (personalised data)
- 3220enspPolice recorded stop and search (depersonalised data)
- 3221enspPolice recorded results of drug tests for trigger offences (depersonalised data)
- 3222enspPolice recorded detection status of offence (depersonalised data)
-
- 33enspData available in aggregate form
-
- 331enspiQUANTA (RESTRICTED)
- 332enspFfynnon ndash the pan-Wales performance management system (RESTRICTED)
- 333enspPlace Surveys
- 334enspFace the People information
- 335enspNeighbourhood Policing community consultations
- 336enspTellUs Survey
- 337enspProlific and other Priority Offender cohort (RESTRICTED)
- 338enspDIRWeb (RESTRICTED)
- 339enspAdmissions for drugs and alcohol misuse
- 3310enspDrug and alcohol use and treatment (RESTRICTED)
- 3311enspViolent extremism and terrorism (RESTRICTED)
- 3312enspCensus of Population
- 3313enspNeighbourhood Statistics
- 3314enspIndex of Deprivation
- 3315enspMajor housing retail and other construction developments
- 3316enspCalendar of public and community events and festivities
-
- 34enspMetadata
- 41enspBarriers to information sharing
- 42enspPrinciples of information sharing
-
- 421enspPrinciple 1 Explain why the information will help the CSP
- 422enspPrinciple 2 Identify the potential benefits for the information supplier
- 423enspPrinciple 3 Information shared must be fit for purpose
- 424enspPrinciple 4 Data are securely managed
- 425enspPrinciple 5 Data are easy to access
-
- 43enspProcessing information-sharing requirements
-
- 431enspStep 1 Identify the information that is required and establish the legal basis on which it can be shared
- 432enspStep 2 Identify the source of this information
- 434enspStep 3 Explain why the information is required and how it will be used
- 434enspStep 4 Extract the data and transfer the information
- 435enspStep 5 Consider whether any additional processing tasks are required
- 436enspStep 6 Store the data securely
-
- Box 2 Sunderland CSP CyberArk Vault
-
- Figure 2 Flow model summarising the processes involved in sharing information for community safety purposes (performance monitoring intelligence development or service delivery)
-
- 44enspImplementing an information-sharing framework
-
- Figure 3 Process model for information-sharing to support the information requirements of CSPs
-
- Box 3 Contracting out information sharing processes in Greater Manchester and the North East of England
-