8.1. General

All LGSCO records must be stored on LGSCO’s servers. “Servers” is used to refer to any cloud-based or Software-as-a-service (Saas) equipment used by LGSCO.

Records must not be stored on a computer’s C:drive or in ‘My documents’. (This is for business continuity purposes and to ensure that data is backed up and still available in case of accidental deletion.) 

Corporate files should be saved to the shared K: (ONE) or M: drives as appropriate.

When not in use, hard copy files containing confidential information (e.g. some HR records and any hard copies of live casework) will be kept in secure locked cupboards. 

All information remains the property of the LGSCO and will be returned on request and when contractual obligations end.

8.2. Casework records

ECHO is our master record for casework information and we will minimise the use and storage of hard copy casework files. See the Investigation Manual.

Intake are instructed to scan all casework documentation onto ECHO on receipt in the office, but keep the originals for a limited period (currently 12 weeks) in case the scanned copy is incomplete or illegible. To ensure the record is complete until destroyed and maintain its security, staff will not remove hard copies from the archives. If a mis-scan is suspected, the Administrative Assistant will check the ECHO record against the archive and re-scan as necessary. Where the material cannot be scanned (e.g. large plans) Intake will place a note in Notes and Analysis to state that other material is available. The allocated investigator must then task the Administrative Assistant to request this is sent on. 

The investigator must then ensure it is kept securely and log its new location on Notes and Analysis, and later log its date of destruction.

Any hard copies produced or retained during the course of an investigation will be the responsibility of the case owner until destroyed. The case owner will record the copies made in ECHO document tracking system, together with the date of their destruction. 

If an investigator wishes to view hard copy when the material has already been scanned onto ECHO, the normal practice will be for the investigator to print out the material, rather than obtaining the originals. A request for the originals must only be for exceptional reasons, such as legibility issues. Such requests must be approved by the relevant AO/AM/ITL and the reason and approval recorded in Notes and Analysis. Approved requests can go straight to the Administrative Assistant.

Where casework material cannot be saved to ECHO, it may be kept in K:\casework in a folder which has the reference number included in the folder name, with a note saying why (for large computer files e.g. films), or separately and securely in a locked cupboard (e.g. for CDs). In all cases details should be included in Notes & Analysis.

See also destruction and disposal.

8.3. HR records

An employee's personnel file may contain information about their work history with the organisation and will include information about any disciplinary or grievance procedures, warnings, absence records, appraisal or performance information and personal information about the employee including address details and national insurance number. There may also be other information about the employee, for example in their line manager's inbox or with Finance.

All managers shall save confidential staff-related information on their home drive (H: drive), including emails they need to keep as records. These should be regularly reviewed to ensure they are not kept for longer than necessary. Once saved to the H Drive emails should be deleted from Outlook, including from the ‘Sent’ and ‘Deleted’ boxes.

We collect relevant special categories of personal data from employees for various reasons. See the Employee Privacy Notice for more detail on this.