Questions relating to PNC

Freedom of information request reference no: 01.FOI.23.028540

I note you seek access to the following information:

Thank you for providing me with a breakdown of the PNC, how it's accessed and for what reasons.

So tell me, once information/data/convictions about a data subject (let's call him Fred) are entered into the PNC, is Fred's information/data/convictions accessible at all times while a search is being performed? I'm assuming Fred will have his own file/ID/Case file/folder which any information/data/convictions will be dated and in order of date for ease of access.

During each search that is performed, does the operator manually enter the time, date and provide a code for the reason the search was performed and the reason any information was added or removed, say for example a marker on a vehicle?

Can details on PNC be altered/updated by an operator in a police control centre/HQ with instructions via radio by the constable who is in the company of Fred and satisfied with the searches he has performed on Fred?

Does PNC automatically save the date and time when operators log in and for security and accessing data purposes?”

Decision

I have today decided to disclose the located information to you in full.

Please find below information pursuant to your request above.

So tell me, once information/data/convictions about a data subject (let's call him Fred) are entered into the PNC, is Fred's information/data/convictions accessible at all times while a search is being performed? I'm assuming Fred will have his own file/ID/Case file/folder which any information/data/convictions will be dated and in order of date for ease of access.

Each individual that is placed onto PNC has their own unique identifier known as a PNCID number. PNC records consist of numerous different pages depending on what is held on an individual. This data is generally held in date order, all pages will have the last time they were updated.

During each search that is performed, does the operator manually enter the time, date and provide a code for the reason the search was performed and the reason any information was added or removed, say for example a marker on a vehicle?

No. There is certain information that an Operator must enter, the first being in the originator line which is a 53 character field which must show the following: A minimum of four characters is required, but it is essential that the identity of the person requesting the check, the reason for it and their location are all included.

In addition there is a 2-character field, which is used to indicate a National Reason Code. The codes will assist auditors to ascertain the reason a transaction was carried out and are numbered 01-09.

1. Vehicle and/or person stopped, i.e. a street check. This code would also be used for property checks where the person stopped has property with them or in their vehicle.
2. Moving vehicle - used where the vehicle has just been seen but at the time of the check has not been stopped.
3. Abandoned or parked and unattended vehicle. Would also be used where property has been found other than in the possession of a person.
4. Vehicles involved in a road traffic collision. The Originator field would be used to record the location and/or the report reference if appropriate.
5. Subject of process or investigation, e.g. in custody. The source document would be a custody record, process report or crime report.
6. Administration - for non-operational matters including security vetting, complainants, CTO/DSU/ASU or for intelligence.
7. Enquiries relating to family protection issues.
8. On behalf of other authorised agency.
9. Update/Confirm/Broadcast - essentially all transactions that vary information held on the database.

Can details on PNC be altered/updated by an operator in a police control centre/HQ with instructions via radio by the constable who is in the company of Fred and satisfied with the searches he has performed on Fred?

In relation to Nominals (People), only staff that have undertaken a nationally recognised names update course can update PNC. The majority of this work is undertaken in the Police National Computer Bureau; there are some automated processes that are fed directly into PNC from HMCTS and Connect.

Does PNC automatically save the date and time when operators log in and for security and accessing data purposes?

Yes all transactions of PNC operators are recorded for audit purposes.