Records Management legislation, guidance and processes

Freedom of information request reference no: 01.FOI.23.033548

I note you seek access to the following information:

Korean National Police Agency records researchers are assigned to each region, including the headquarters, and work under the operational support department and general affairs department of their respective police agencies, and manage preservation archives. However, the Korean National Police Agency Records Research Institute operates investigation records and administrative records separately. Therefore, as we would like to conduct comparative literature research overseas, we would appreciate it if you could answer the ‘questions’ below.

1. Are there any materials that can confirm your organisation’s organisational chart and departments?
2. Does your institution have an records officer (or responsible person)? Are you a certified records expert or is this a regular staff member?
3. Does your institution have separate ‘records operation guidelines or standards’ in accordance with the National Archives of Korea regulations?
4. Does your organization manage general records and investigative records together? Are there preservation facilities? To which institution will the transfer be made after preservation?

Decision

I have today decided to disclose some of the requested information. Some data has been withheld as it is exempt from disclosure and therefore this response serves as a Refusal Notice under Section 17 of the Freedom of Information Act 2000 (the Act) by virtue of the following exemptions:

Section 21(1) - Information which is reasonably accessible by other means

Reason for decision

The information requested has been identified as being accessible via other means as it is already published. Where information is already in the public domain we are not required to re-publish the data; instead public authorities are required to direct you to the information, which we have done in this instance.

At your Question 1 you are seeking organisational charts and information in relation to departments within the MPS. This information is already published on the MPS website and can be accessed at the link below:

The structure of the Met and its personnel | Metropolitan Police

As the information above is reasonably accessible by other means the exemption provided by Section 21 of the Act has been applied to partially refuse disclosure in this case.

Please see the disclosure section below for information that has been located and assessed as suitable for disclosure.

Disclosure

Q2. - Does your institution have a records officer (or responsible person)? Are you a certified records expert or is this a regular staff member?

We have a records capability which is a number of teams who are responsible for the day to day management of records. These are members of police staff who are subject matter experts in relation to the storage, handling and retention of records.

Q3 - Does your institution have separate ‘records operation guidelines or standards’ in accordance with the National Archives of Korea regulations?

The MPS complies with a number of legal frameworks; for example, the Public Records Act 1958, and the Data Protection Act 2018.

This legislation is reflected in authorised professional practice (APP) which is published by the College of Policing and followed by all police forces nationally.

Please access the links below to the legislation and APP outlined above:

Data protection

Public Records Act 1958

Management of police information | College of Policing

Review, retention and disposal - College of Policing

Q4 - Does your organization manage general records and investigative records together?

Yes.

Q4(a) - Are there preservation facilities?

We store both locally and centrally, and through an external contractor. Records that meet the assessment for preservation in line with The Public Records Act 1958 are dealt with separately as outlined below.

Q4(b) - To which institution will the transfer be made after preservation?

Records that are no longer required for a policing or organisational purpose and which have been selected for permanent preservation, are archived. Records are assessed for suitability to be transferred to The National Archives (TNO) (The National Archives) by a reviewing team.