Professional briefing - The Journal Online
Professional briefing - The Journal Online
Professional briefing - The Journal Online
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<strong>Professional</strong> <strong>briefing</strong> Criminal practice<br />
Crown disclosure:<br />
the next level<br />
COPFS has adopted the encrypted pen drive as its primary<br />
method of disclosure of information to defence agents, but<br />
agents must first be registered as data controllers<br />
In April 2009, the Crown Office and<br />
Procurator Fiscal Service (COPFS)<br />
introduced new disclosure procedures<br />
whereby information disclosed to<br />
defence agents is provided<br />
electronically on pen drives.<br />
One of the main driving forces<br />
behind this change is a need for<br />
COPFS to comply with the seventh<br />
data protection principle to ensure<br />
that any information disclosed by<br />
them is adequately protected against<br />
accidental loss or damage. <strong>The</strong> pen<br />
drives, which are encrypted, can only<br />
be accessed by solicitors on receipt of<br />
a password, provided by COPFS.<br />
Defence agents as data controllers<br />
As recently highlighted in this<br />
magazine (<strong>Journal</strong>, August, 27),<br />
solicitors are considered processors<br />
of personal information for the<br />
purposes of the Data Protection Act<br />
1998. As solicitors determine the<br />
purpose for which and the manner in<br />
which personal data are processed,<br />
they are also data controllers. If any<br />
of that information is processed<br />
electronically, even if it is just to<br />
complete legal aid applications or<br />
write submissions, then solicitors<br />
must notify the Information<br />
Commissioner’s Office (ICO)<br />
under the 1998 Act that they<br />
are data controllers.<br />
Failure to notify the ICO is a strict<br />
liability offence under the 1998 Act<br />
and the ICO is currently targeting<br />
solicitors’ and accountants’ firms on a<br />
regional basis, including legal firms<br />
across Scotland.<br />
As data controllers, solicitors also<br />
have a duty to comply with the seventh<br />
data protection principle by putting in<br />
place such measures as are necessary to<br />
ensure that all information they<br />
process is kept secure.<br />
www.lawscotjobs.co.uk<br />
Greener Scotland<br />
In addition, by reducing the amount<br />
of paper generated by cases, these new<br />
disclosure processes will also comply<br />
with the Government’s Greener<br />
strategic objective to improve Scotland’s<br />
natural and built environment.<br />
Defence agents are then able to<br />
print only such information as they<br />
require in the preparation and<br />
presentation of the defence.<br />
<strong>The</strong> new process is also in line with<br />
the current Government agenda in<br />
relation to the expansion and<br />
encouragement of electronic business<br />
in Scotland in the 21st century.<br />
Implementation of<br />
the new processes<br />
COPFS has introduced this new<br />
policy following consultation with<br />
the Assistant Information<br />
Commissioner for Scotland and the<br />
Law Society of Scotland.<br />
As defence agents must be registered<br />
as data controllers if they process<br />
information electronically, COPFS<br />
must be satisfied prior to disclosure on<br />
pen drive that the agent has notified<br />
the ICO. Defence agents are, therefore,<br />
asked to sign an undertaking<br />
confirming that they registered prior<br />
to receiving their first pen drive.<br />
With effect from 31 October 2009,<br />
COPFS has adopted disclosure by<br />
encrypted pen drive as the primary<br />
method of disclosure and COPFS will<br />
cease to provide information hard copy,<br />
except in exceptional circumstances or<br />
where the information cannot be<br />
uploaded onto a pen drive.<br />
As a responsible public authority,<br />
COPFS will not provide disclosure<br />
information to any agent who refuses<br />
to provide the written undertaking<br />
confirming that they are registered as<br />
data controllers.<br />
As data<br />
controllers,<br />
solicitors also<br />
have a duty to<br />
comply with the<br />
seventh data<br />
protection<br />
principle by<br />
putting in place<br />
such measures<br />
as are<br />
necessary to<br />
ensure that all<br />
information<br />
they process is<br />
kept secure<br />
Legal requirement<br />
COPFS secure website<br />
<strong>The</strong> pen drive, however, is only the<br />
first stage in COPFS’s shift towards<br />
electronic disclosure. COPFS is<br />
working with an external software<br />
company to design a secure website<br />
through which information will be<br />
disclosed to the defence.<br />
An electronic disclosure file will be<br />
created on the COPFS database and<br />
then downloaded onto a secure<br />
disclosure website which defence<br />
agents can then access to obtain the<br />
disclosure information in respect of a<br />
particular case for which they have<br />
been instructed.<br />
Testing of this new website is<br />
currently underway with a small<br />
number of defence agents in Glasgow<br />
and it is anticipated that this new<br />
system will be rolled out in early 2010.<br />
<strong>The</strong>re is no doubt that the<br />
introduction of these new processes<br />
by COPFS will be a culture change<br />
for all concerned, but it should<br />
provide a more efficient and secure<br />
method of disclosure of personal,<br />
and often sensitive, information to<br />
defence agents.<br />
Angela Farrell, Policy Division, COPFS<br />
<strong>The</strong> seventh data protection principle states:<br />
“Appropriate technical and organisational measures<br />
shall be taken against unauthorised or unlawful<br />
processing of personal data and against accidental loss<br />
or destruction of, or damage to, personal data.”<br />
December 09 the<strong>Journal</strong> / 45