Common use of THE SHARING PROCESS Clause in Contracts

THE SHARING PROCESS. 4.1 All requests for information MUST be made in writing using the Lincolnshire County Council Children’s Services Request Form (copy at appendix 4). Without this form, ALL applications (except in urgent cases, see 4.8) will be rejected and returned. The request form (Appendix 4) is utilised for the following reasons: It records the request for information and the necessity to do so. It provides evidence of consultation between the Police and Lincolnshire County Council Children’s Services in relation to a referral about a child in need. It assists to record the decision-making process where a child is suspected to be suffering, or likely to suffer, significant harm and Section 47 Children Act enquiries are required to be undertaken. 4.2 Requests and replies to requests must be made via a secure encrypted e-mail system. Where the partner does not have access to a secure encrypted e-mail system, the information must be encrypted via some other means, such as Windows password encryption, and the password sent via other means, such as telephone. 4.3 Forms must be completed electronically; endorsement of Children’s Services staff must be completed prior to emailing to IMU/PSH. 4.4 Disclosure of information replies to requests must be made within 10 working days, from receipt of the request except in urgent cases (see 4.8). Lincolnshire County Council Children’s Services staff are encouraged to apply at the earliest opportunity. Requests for such information from PVP staff either locally or at conference will not be accepted. 4.5 The Data Protection Supervisor in the Information Management Unit (IMU) will be consulted in respect of each instance where information is to be disclosed and will undertake the decision-making role and record same; except in cases involving a Section 47 Joint Agency Investigation, where the D/Sgt in the Police Safeguarding Hub will carry out this function. 4.6 In the initial stages of a child protection or child in need referral, it can be difficult to determine a course of action or whether a single or multi agency enquiry will result. Information may be disclosed on receipt of a referral or during a strategy discussion or meeting by PVP staff. However, all information disclosed by either the ▇▇▇▇ team or the PSH must be recorded on the NICHE occurrence on the OEL under the header DISCLOSURE, this will also be added to the disclosure form which will be attached to the NICHE occurrence, a copy of which will be sent to Lincolnshire County Council Children’s Services along with the information being disclosed. In either case a copy of the form will be retained in the respective unit and a record made on NICHE stating what has been disclosed and why. Following any strategy discussion/consultation with the PSH, it is the specific responsibility of Lincolnshire County Council Children’s Services to submit a copy of the SOS Strategy Discussion form, which must be forwarded within 10 days to the PSH for recording onto NICHE. Failure to submit the competed SOS Strategy Discussion form will result in a lack of continuity and a breakdown in information flow. 4.7 To ensure that the obligations under the Data Protection Act 2018, UK GDPR and Human Rights Act 1998 are fulfilled the following procedure will apply: The Children’s Services form will be submitted via email to the Partner Agency Disclosure Officer, who will review the request and determine whether the request will be met and what checks will be undertaken. If the request meets the relevant criteria the request will be logged and processed on niche. In the case of a Section 47 Joint Investigation a SOS Strategy Discussion Form will need to be submitted to the PSH, who will review the request and determine whether the request will be met and what checks will be undertaken and record same. 4.8 There will be instances whereby urgent action is required on behalf of either/both of Lincolnshire Police and Lincolnshire County Council Children’s Services to prevent an immediate risk to a child. In such cases information that would normally be subject of a written request by Lincolnshire County Council Children’s Services can be shared verbally by the Police Safeguarding Hub. Lincolnshire County Council Children’s Services will send a written Children’s’ Services request form (appendix 4) confirming this request on the same day of the initial information sharing. PSH staff will make an entry on the NICHE system to record the fact that verbal disclosure has taken place. 4.9 Domestic Abuse Incidents where children are present or reside at the address. Information will be shared by PSH direct to Lincolnshire County Council Children’s Services. A full protocol document is available detailing the process agreed between the two agencies (see Appendix 5). 4.10 Disclosures completed by email must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security manager. 4.11 Disclosed information must be recorded on the Disclosure of Police Information Form and returned to the applicant. A copy will be filed and logged on NICHE. If there is no relevant information to disclose. A copy will simply be marked “not relevant”. 4.12 Ad Hoc Requests Requests for ad hoc information, for example, requests from a partner not named within this agreement but for the same purpose of the agreement, will be directed to the SPoC and dealt with on a case-by–case basis. Ad hoc requests should be completed in line with the disclosing partner’s current policies and procedures. 4.13 Responsibilities

THE SHARING PROCESS. 4.1 All requests for information MUST be made in writing using the Lincolnshire County Council Children’s Services Request Form (copy at appendix 4). Without this form, ALL applications (except in urgent cases, see 4.8) will be rejected and returned. The request form (Appendix 4) is utilised for the following reasons: It records the request for information and the necessity to do so. It provides evidence of consultation between the Police and Lincolnshire County Council Children’s Services in relation to a referral about a child in need. It assists to record the decision-making process where a child is suspected to be suffering, or likely to suffer, significant harm and Section 47 Children Act enquiries are required to be undertaken. 4.2 Requests and replies to requests must be made via a secure encrypted e-mail system. Where the partner does not have access to a secure encrypted e-mail system, the information must be encrypted via some other means, such as Windows password encryption, and the password sent via other means, such as telephone. 4.3 Forms must be completed electronically; endorsement of Children’s Services staff must be completed prior to emailing to IMU/PSHLPSH. 4.4 Disclosure of information replies to requests must be made within 10 working days, from receipt of the request except in urgent cases (see 4.8). Lincolnshire County Council Children’s Services staff are encouraged to apply at the earliest opportunity. Requests for such information from PVP staff either locally or at conference will not be accepted. 4.5 The Data Protection Supervisor in the Information Management Unit (IMU) will be consulted in respect of each instance where information is to be disclosed and will undertake the decision-making role and record same; except in cases involving a Section 47 Joint Agency Investigation, where the D/Sgt in the Police Lincolnshire Partnership Safeguarding Hub will carry out this function. 4.6 In the initial stages of a child protection or child in need referral, it can be difficult to determine a course of action or whether a single or multi agency enquiry will result. Information may be disclosed on receipt of a referral or during a strategy discussion or meeting by PVP LPSH staff. However, all information disclosed by either the ▇▇▇▇ team or the PSH LPSH must be recorded on the NICHE occurrence on the OEL under the header DISCLOSURE, this will also be added to the disclosure form which will be attached to the NICHE occurrence, a copy of which will be sent to Lincolnshire County Council Children’s Services along with the information being disclosed. In either case a copy of the form will be retained in the respective unit and a record made on NICHE stating what has been disclosed and why. Following any strategy discussion/consultation with the PSHLPSH, it is the specific responsibility of Lincolnshire County Council Children’s Services to submit a copy of the SOS Strategy Discussion recording form, which must be forwarded within 10 days to the PSH LPSH for recording onto NICHE. Failure to submit the competed SOS Strategy Discussion form will result in a lack of continuity and a breakdown in information flow. 4.7 To ensure that the obligations under the Data Protection Act 2018, UK GDPR and Human Rights Act 1998 are fulfilled the following procedure will apply: The Children’s Services form will be submitted via email to the Partner Agency Disclosure Officer, who will review the request and determine whether the request will be met and what checks will be undertaken. If the request meets the relevant criteria the request will be logged and processed on niche. In the case of a Section 47 Joint Investigation a SOS Strategy Discussion Form will need to be submitted to the PSHLPSH, who will review the request and determine whether the request will be met and what checks will be undertaken and record same. 4.8 There will be instances whereby urgent action is required on behalf of either/both of Lincolnshire Police and Lincolnshire County Council Children’s Services to prevent an immediate risk to a child. In such cases information that would normally be subject of a written request by Lincolnshire County Council Children’s Services can be shared verbally by the Police Lincolnshire Partnership Safeguarding Hub. Lincolnshire County Council Children’s Services will send a written Children’s’ Services request form (appendix 4) confirming this request on the same day of the initial information sharingsharing and LPSH will provide written confirmation of disclosure given. PSH LPSH staff will make an entry on the NICHE system to record the fact that verbal disclosure has taken place. 4.9 Domestic Abuse Incidents where children are present or reside at the address. Information will be shared by PSH LPSH direct to Lincolnshire County Council Children’s Services. A full protocol document is available detailing the process agreed between the two agencies (see Appendix 5). 4.10 Disclosures completed by email must be done via a secure/encrypted messaging system. If you are unsure as to whether an e-mail address you have been provided is secure, you can check the recipient’s email by using the following link: ▇▇▇▇▇://▇▇▇.▇▇▇▇▇▇▇▇.▇▇▇/ If you are unsure whether the email address provided is safe, you should contact your security representative. For Lincolnshire police this will be the Vetting and Security managerManager. 4.11 Disclosed information must be recorded on the Disclosure of Police Information Form and returned to the applicant. A copy will be filed and logged on NICHE. If there is no relevant information to disclose. A copy will simply be marked “not relevant”. 4.12 Ad Hoc Requests Requests for ad hoc information, for example, requests from a partner not named within this agreement but for the same purpose of the agreement, will be directed to the SPoC and dealt with on a case-by–case basis. Ad hoc requests should be completed in line with the disclosing partner’s current policies and procedures. 4.13 Responsibilities