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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

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