Policy P7 - Information Management
This is South Yorkshire Police’s Statement of Agreed Policy on Performance and Governance matters. This policy relates to localised procedures only and therefore not supported by Authorised Professional Practice (APP). Information Management instructions managed within PAG are detailed separately under P7 (Information Management Policy).
The purpose of this policy is to equip employees of South Yorkshire Police with the information required to manage police information and data effectively - that is lawfully, fairly, transparently, securely, and in line with the Data Protection and other data rights and freedom of individuals.
Information management is the procedure of collecting, storing, and organising data in a way that allows for efficient retrieval and use.
Information and records management is an organisational function performed for the effective management of information throughout its lifecycle and across all aspects of policing. Its purpose is to ensure that the right information is available to the right people at the right time, in order to facilitate decision-making and deliver the core priorities of the police service: to protect the public and reduce crime.
Police information refers to all information obtained, recorded or processed for a policing purpose. It includes information which is processed (known as data, including personal data) and information which has been subject to a process of evaluation (known as intelligence). The policy applies to all data and information assets held or used by South Yorkshire Police in all physical and digital formats as may be used for different purposes within the lifecycle of creation, use, retention and disposal.
This policy applies to all personnel (including employees, contractors, and partners who use police information). This includes operational and corporate data - aside from policies relating to Intelligence Management (P8) and Counter Terrorism (P20). It provides specific support to those involved in the lifecycle management of police information in alignment with the principles of UK GDPR.
All Police information, both operational and corporate, should be managed throughout its lifecycle in accordance with the College of Policing Code of Practice on police information and records management July 2023
Police forces processing personal data must do so in accordance with the relevant data protection legislation, the Data Protection Act 2018 (DPA 2018) and/or the General Data Protection Regulation (UK GDPR).
The College of Policing Information Management Authorised Professional Practice supports the Code of Practice, this comprises of the following:
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Management of Police Information (MoPI)
The principles of management of police information provide a way of balancing proportionality and necessity that are at the heart of effective police information management. They also highlight the issues that need to be considered in order to comply with the law and manage risk associated with police information.
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Information Sharing
Assists forces with the statutory duty to comply with the GDPR 2016/679, Data Protection Act 2018 and the Human Rights Act 1998 when sharing personal information.
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Freedom of Information and Environmental Information Regulation
The Freedom of Information Act 2000 (FOIA) provides any person, anywhere in the world, the right to access information held by public authorities, subject to a number of exemptions. All police forces are separate public authorities subject to this Act.
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Data Protection
The APP assists police forces in their statutory responsibility to comply with the Data Protection Act 2018 (DPA) and UK General Data Protection Regulation (UK GDPR). Data protection is a core requirement to support effective policing. It identifies the structures, responsibilities, policies and processes that must be in place to ensure consistency in the way the DPA and UK GDPR are applied throughout the police service.
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Information Assurance
Policing is an information-led activity, and information assurance (IA) is fundamental to how the police service manages many of the challenges faced in policing today. It is vital for maintaining public confidence and for the efficient, effective, safe and secure conduct of operations and services.
Mandated Training
All personnel are expected to complete the mandated training:
|
Course Name |
How often to be completed |
Course Code |
|
Introduction to Government Security Classification
|
Once |
COP_DS_372_O_EL_001_03_00 |
|
Managing Information (Non-Operational)
|
Annually |
COP_DS_PRO_MI_011_002_00
|
|
Managing Information (Operational)
|
Annually |
COP_DS_PRO_MI_010_002_00 |
|
A new Data Quality Course is being finalised, which will replace the existing mandated Data Accuracy Video (Course Code: 43708). |
Once |
|
|
New SYP Data Protection Training – available during 2025 |
Annually |
|
Associated Procedural Instructions
The policy is supported by all linked P7 procedural instructions, as well as the following additional procedural instructions that are not linked:
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Pi10.5 - Firearms and Certificates Instructions and Access to Information
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Pi10.7 – Dealing with Hate Crime and Non-Crime Hate Incidents – Instructions
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Pi10.14 – Disclosure of Information from the General Medical Council (GMC)
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Pi10.19 - Management, Recording and Investigation of Missing Persons
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Pi10.20 - Recording, Investigation and Management of Domestic Abuse
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Pi10.29 – Children and Family Court Advisory and Support Service (CAFCASS) – Disclosure
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Pi15.5 - Requesting Information from Healthcare Professionals Including Liaison with Hospitals (Victims)
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Pi30.11 - Management & Policy Telematics Data
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Pi31.2 - Acquisition and Retention of Communications Data
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Pi35.2 - Vehicle Telematics - Journey Data Recorders (JDR)
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CONNECT Searching Manual
Related Procedural Instruction Ownership and identified Subject Matter Experts.
PAG instructions
The following procedural instructions are owned within Performance and Governance:
|
Procedural Instructions |
Contents |
SME |
Owner |
|
7.2 - Common Law Police Disclosure |
These instructions outline the processes involving the disclosure of conviction and other information in relation to people in professions or occupations, which carry additional trust or responsibility. |
Disclosure Manager |
Head of PAG Delegated to Chief Data Officer |
|
7.3 - Data Protection Instructions |
Instruction sets out the data protection principles, how to deal with data breaches and the data subject rights. |
Data Protection Officer |
Head of PAG Delegated to Chief Data Officer |
|
7.4 - Review, Retention & Disposal (RRD) of Data |
Provides complete guidance on RRD. |
Head of Data Capability Records Manager |
Head of PAG Delegated to Chief Data Officer |
|
7.6 - Information Assurance - Instructions |
This instruction provides the framework by which information assurance is governed. |
Head of Data Capability |
Head of PAG Delegated to Chief Data Officer |
|
7.11 - Information Risk Management |
These instructions outline the responsibilities of those concerned with information risks. |
Head of Data Assurance |
Head of PAG Delegated to Chief Data Officer |
|
7.12 - Crime Data Accuracy |
This instruction provides all officers and staff with the principles to be adhered to regarding the accurate and ethical recording of crime. |
Force Crime & Incident Registrar |
Head of PAG |
|
7.13 - Data Quality Management |
This instruction provides all who use police information with guidelines around ensuring SYP’s Data Quality. |
Head of Data Capability & Records Management |
Head of PAG Delegated to Chief Data Officer |
|
7.14 - Pocket Note Books/Day Guidance |
Guidance to ensure the integrity of Pocket Note Books. |
Head of Data Capability & Records Management |
Head of PAG Delegated to Chief Data Officer |
|
7.15 - Limiting Paperwork Generation/Management and Retention |
Guidance to limit the production of paperwork following force investment in digital and electronic records. |
Head of Data Capability & Records Management |
Head of PAG Delegated to Chief Data Officer |
|
7.17 - Microsoft Power BI Governance |
This instruction provides an overview of Power BI usage, governance. |
Strategic Performance Manager |
Head of PAG |
|
7.18 - Freedom of Information Procedural Instruction |
Instructions providing a framework for the handling of requests under the Freedom of Information Act 2000. |
Head of Data Assurance |
Head of PAG Delegated to Chief Data Officer |
|
7.19 - Environmental Information Regulations |
This instruction sets out how South Yorkshire Police will handle requests under the Environmental Information Regulations 2004. |
Head of Data Assurance |
Head of PAG Delegated to Chief Data Officer |
|
7.20 - Information Security |
This instruction provides the security framework that all users of South Yorkshire Police (SYP) information assets are required to follow to ensure the integrity, confidentiality, and availability of information. |
Head of Data Assurance |
Head of PAG Delegated to Chief Data Officer |
|
7.21 - Information Rights Review, Retention & Disposal |
This procedural instruction details SYP’s process for the review, retention and disposal of data held within the Information Rights Department. |
Head of Data Assurance |
Head of PAG Delegated to Chief Data Officer |
Non-PAG Instructions
The following procedural instructions are owned outside of Performance and Governance. For further information on these procedural instructions please refer to the procedural instruction owner or SME as identified below:
|
Procedural Instructions |
Contents |
SME |
Owner |
|
7.1 - International Criminal Conviction Exchange (ICCE) |
These instructions indicate how to request foreign convictions to be use in court. |
Head of PNC Bureau |
Head Of Crime Services
|
|
7.9 - Access to Driver and Vehicle Licensing Records held at the Driver and Vehicle Licensing Agency (DVLA) |
Instructions in the use of the Driver Validation Service and DVLA enquiries. |
|
Head of PNC Bureau |
|
7.10 - Police National Computer (PNC) and the Law enforcement Data Service (LEDS) Instructions for access and use |
Instructions in the use of PNC. |
|
Head of PNC Bureau |
|
7.22 - Copilot Chat Acceptable Use |
This instruction outlines the principles and expectations for the responsible use of Copilot Chat. |
Head of Data Assurance |
Head of DDAT |
|
7.23 - Microsoft 365 Application Acceptable Use |
This instruction outlines the principles and expectations governing the use of Microsoft 365 services. |
Head of Data Assurance |
Head of DDAT |
|
7.24 - Microsoft 365 Data Retention |
This instruction outlines the principles and procedures for retaining, archiving, and disposing of data within the Microsoft 365 environment. |
Head of Data Capability |
Head of DDAT |
|
7.25 - Microsoft 365 Naming Convention |
This instruction outlines good practice for naming convention when using Microsoft 365 environment. |
Head of Data Capability |
Head of DDAT |
| 7.26 - Microsoft 365 Naming Convention | This procedure sets out the governance around Viva Engage. | Head of Corporate Communications |
Equality Act 2010
The Act creates a statutory requirement for all Functions and Policies (Including Procedural Instructions) to be analysed for their effect on equality, diversity and human rights, with due regard to the General Equality Duty.
In principle, this document has been assessed for discrimination, which cannot be justified, among other diverse groups.
The Code of Ethics published in 2014 and revised in 2024 by the College of Policing requires us all to do the right thing in the right way.
The 2024 Code of Ethics is not a statutory Code of Practice, it has the same status as other guidance produced by the College. The Code of Ethics is supported by the Code of Practice for Ethical Policing. This is a statutory Code of Practice which provides chief officers with direction on promoting and supporting ethical and professional behaviour within their forces.
Human Rights/Discretion
The purpose of providing policy is to give an indication to staff of the expected course of action. However it is not possible to cater for every possible combination of factors that would justify a departure from stated policy. The Human Rights Act 1998 requires the proper use of discretion at all times and nothing within this policy and associated procedural instructions prohibits the proper use of discretion in appropriate circumstances.
Where action is taken that has the potential to interfere with an individual's Human Rights, the reasons behind the making of the decision to act in that way should be recorded on the appropriate forms, or where this is not practicable, in pocket books or policy logs.
Rights of redress for members of the public
Anyone who feels that a member of staff has behaved incorrectly or unfairly, or who is dissatisfied with organisational matters, service delivery or other operational policing issues, has the right to make a complaint.
Initial action should be taken in one of the following ways:
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Complain in writing or in person to the Senior Officer at the appropriate police station or to the Chief Constable of the force concerned.
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Visit a local Citizens' Advice Bureau
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Contact a Solicitor
Rights of redress for South Yorkshire Police personnel
South Yorkshire Police personnel who feel they have grounds for concern in relation to the implementation of policies may, as appropriate:
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Pursue concerns through their line manager.
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Pursue a grievance formally through the South Yorkshire Police Grievance Resolution Procedure.
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Seek advice from their staff association or trades union.
Use procedural instruction Pi23.11 - Management of Complaints, in the section entitled Handling Complaints relating to Direction and Control.
Start Date: 07/03/2018
Review:
This statement of agreed policy is managed by Head of Performance and Governance
This policy and its Equality Analysis were last reviewed on: 29/01/2025
The date for the next review of this policy and Equality Analysis is: 29/01/2026