6.0 Record Keeping
6.1 How should records be maintained?
The Council must keep a detailed record of all authorisations, renewals, cancellations and rejections in their service areas and a Central register of all Authorisation Forms will be maintained and monitored by the Shared Services Lead - Legal. The Shared Services Lead - Legal will also keep a detailed record of any judicial approvals granted.
6.2 Records maintained in the service group
The following documents must be retained by the relevant Senior Officer (or his designated Co-ordinator) for such purposes.
- A copy of the forms together with any supplementary documentation and notification of the approval given by the Authorising officer and approval form given by a Magistrate
- A record of the period over which the surveillance has taken place;
- The frequency of reviews prescribed by the Authorising Officer;
- A record of the result of each review of the authorisation;
- A copy of any renewal of an authorisation given by the Authorising Officer and approval form given by a Magistrate, together with the supporting documentation submitted when the renewal was requested;
- The date and time when any instruction was given by the Authorising Officer;
- The Unique Reference Number for the authorisation (URN).
Each form will have a URN. The service Co-ordinators will issue the relevant URN to Applicants.
The relevant Senior Officer for these purposes will be the Service Manager for the officer who has applied for the authorisation in question. If a Senior Officer is in doubt as to what is required he/she should speak to Legal Services for further guidance.
6.3 Central Register maintained by the Shared Services Lead-Legal
Authorising Officers must forward details of each Form to the Shared Services Lead - Legal for the Central register, within 1 week of the authorisation, review, renewal, cancellation or rejection.
The Council will retain records for a period of at least three years from the ending of the authorisation. The Office of the Investigatory Powers Commissioners (IPC) can audit/review the Council's policies and procedures, and individual authorisations.