Common use of Data Sharing Process Clause in Contracts

Data Sharing Process. The data sharing process is as follows: In addition to the documentary evidence provided prior to the inspection, inspectors will look at detention records such as observation books, detainee management systems, performance data, daily wing entries, care plans and detention and training orders, to corroborate their findings. The inspection team may also gather photographic evidence to illustrate conditions that cannot be adequately described or to emphasise a finding, governed by protocols agreed with the Home Office departments in their respective MoUs. The majority of HO data shared with HMI Prisons will be sent via secure, auditable email accounts - either from HO email mailboxes or from those of contracted commercial suppliers who run HO detention facilities or provide other support services under contract. Where personal data is shared in other ways, either in hard-copy or in other media such as encrypted USB storage devices to share CCTV footage, each party should ensure that a written record is made of the information that has been shared and taken off site by HMI Prisons’ inspectors. In most instances the written record will be in the form of an email between the parties confirming that specific personal data has been requested, shared or received. The manner in which inspections are conducted is set out in an inspection framework published on the HMI Prisons website. The inspection team will ask the establishment to make available a range of information to assist the inspection process and the documentation will be delivered to the team’s base room for the first day of the inspection. Inspectors will be familiar with the information provided which relates to their inspection areas. The documents will be checked before further information is requested from the establishment. Every effort is made to keep requests for documentary evidence and data to a minimum.