Scottish Criminal Record Office Primary Inspection 2004
Introduction
1 This primary inspection of the Scottish Criminal Record Office (SCRO) took place during October and November 2004. It was conducted by Mr Kenny McInnes QPM, Assistant Inspector of Constabulary, and Mr Peter Daniels OBE, Her Majesty's Lay Inspector of Constabulary.
2 Her Majesty's Inspectorate of Constabulary (HMIC) works to a programme of regular inspection which is based upon 5-yearly primary inspections, interspersed by 18-month reviews which involve an updated risk assessment with the option of focused field visits. The initial stages of a primary inspection involve the dispatch of a questionnaire, known as an overarching protocol, from HMIC for completion by the force or common police service being inspected. The overarching protocol covers all areas of policing and organisational activity and a comprehensive and detailed response is required.
3 The response provided by the force or common police service is then analysed and an option appraisal is undertaken where functions and processes which merit further attention are selected. The option appraisal process means that areas of activity may not be examined in detail where HMIC is satisfied from the response that little would be gained from detailed scrutiny. The focus of inspection attention is on issues of strategic significance and those areas where good practice has been identified, approaches or performance results appear less impressive, or where additional evidence is required to allow an accurate assessment. Those areas not examined in depth may be revisited during subsequent review inspections or national thematic inspections as appropriate.
4 Prior to the inspection, HMIC consulted the CPS Programme Board. The Board intimated that it would welcome scrutiny of Best Value and property arrangements. It also raised the issue of data quality, in regard to the larger criminal justice community, extending beyond the police service and Disclosure Scotland.
5 Through the option appraisal and consultation process, HMIC determined that the inspection field work and detailed scrutiny should focus primarily on:
- strategic leadership and governance
- external consultation
- SLAs
- people management
- physical resources
- Best Value arrangements
- replacement of the Criminal History System
- Integration of Scottish Criminal Justice Information Systems (ISCJIS)
- customer focus and performance of Disclosure Scotland
- integration of the SFS
- criminal intelligence and related issues.
6 External scrutiny of financial management of SCRO during the inspection was provided by Audit and Accountancy Services at the Scottish Executive. This joint arrangement allows the responsibilities of both organisations to be discharged whilst minimising the overall inspection burden on SCRO. The inspection also involved collaborative scrutiny with the Commission for Racial Equality (CRE) in relation to SCRO's Race Equality Scheme.
7 During the inspection, HMIC sought the views of a number of police forces as well as statutory and voluntary bodies. These included the Association of Chief Police Officers in Scotland, Ministry of Defence Police, National Criminal Intelligence Service, Scottish Courts Service, Crimestoppers Board, Defence Vetting Agency, Scottish Prison Service, Society of Local Authority Chief Executives, Association of Directors of Social Work and the Convention of Scottish Local Authorities. Comments received were generally very positive and constructive and HMIC would like to thank those who responded for their valuable assistance in assessing the service provided by SCRO.
8 Consultation was also undertaken with representatives of the staff association, UNISON, and during the inspection members of the inspection team met with support staff and police officers of varying ranks and roles, both individually and in focus groups.
9 While this report is an informed assessment of SCRO, it is a snapshot and it does not purport to be a full account of all organisational activity. As a result of this inspection 13 recommendations have been made, which are included in the body of the report and summarised on page 2. These recommendations are constructive and intended to assist SCRO in the pursuit of continuous improvement in service delivery.
10 The Primary Inspection of SCRO Fingerprint Bureau during 2000 identified 25 recommendations and 20 suggestions for action. By the time of the 3rd year review, eight of the recommendations and five of the suggestions remained outstanding. These matters were the subject of scrutiny during this Inspection and, the outstanding recommendations and suggestions, along with a positional statement of actions taken, are reproduced at Appendices 'A' and 'B' respectively. HMIC is now satisfied that the remaining recommendations and suggestions can be discharged.
11 HMIC wishes to recognise the co-operation of the Director, the CPS Programme Board and the Scottish Executive Justice Department and is appreciative of the assistance provided throughout the inspection process. The cooperation and assistance given by police and support staff within SCRO is also gratefully acknowledged.