The internal computer databases maintained by the Northern Ireland Office are listed as follows.
Any personal information stored in these databases is subject to the Data Protection Act and to the Northern Ireland Office data protection policy. Also following the publication of the cross government data handling review in June 2008, new projects and programmes that hold significant amounts of personal data are obliged to conduct privacy impact assessments.
Databases containing personal information
Mail Contact Addresses—Stats and Research;
Juvenile Justice Policy Stats database;
Mentally Disordered Offenders;
Fireworks;
CATS (Correspondence and Case Tracking);
Controlled Substances;
Shotfirers;
Prohibited Weapons;
MSER (Register of Explosives Stores);
Registered Premises;
Security Section database;
Firearm Appeals;
KPPS (Key Persons Protection Scheme) Database (.net version);
Security Vetting Database;
Pass Photograph Database;
Pass/Access control system;
Visits Section VIP Database;
Visits Section VVIP Database;
CATS (Correspondence and Case Tracking) Belfast (1);
CATS (Correspondence and Case Tracking) Belfast (2);
CATS (Correspondence and Case Tracking) London;
Board of Visitors database;
Neighbourhood Watch Registered Applications;
Neighbourhood Watch ID Cards;
Antisocial Behaviour Orders Database;
Integra;
Hospitality;
Flight Desk;
Hotel Bookings;
Financial Services Travel System;
Staff Welfare Database.
Databases not containing personal information
COMPASS;
CommVault;
File Registry Internal Audit;
Internal Audit Library;
Druid97;
SAP Solution Manager;
CJPD File Registry Database.
Details of the databases managed by the Northern Ireland Office and its agencies which hold personal information on members of the public and the date they became operational are listed in the following tables.
Any personal information stored in these databases is subject to the Data Protection Act and to the Northern Ireland Office data protection policy. Also following the publication of the cross government data handling review in June 2008, new projects and programmes that hold significant amounts of personal data are obliged to conduct privacy impact assessments.
Database name Date Mail Contact Addresses—Stats & Research 1996 Juvenile Justice Policy Stats database 1996 Mentally Disordered Offenders 2006 Juvenile Justice database 2004 Fireworks 1990 CATS (Correspondence & Case Tracking) 1990 Controlled Substances 1995 Shotfirers 1994 Prohibited Weapons 1997 MSER (Register of Explosives Stores) 2006 Registered Premises 1998 Security Section database 2000 Firearm Appeals 2001 KPPS (Key Persons Protection Scheme) Database (.net version) 2004 Security Vetting Database 2007 Pass Photograph Database 2001 Pass/ Access control system 2009 Visits Section VIP Database 2000 Visits Section VVJP Database 2004 CATS (Correspondence & Case Tracking) Belfast (1) 1990 CATS (Correspondence & Case Tracking) Belfast (2) 1990 CATS (Correspondence & Case Tracking) London 1990 Board of Visitors database 1990 JJC Juvenile Justice database 2004 Juvenile Justice Centre Incidents Database 2005 Youth Conference Service Database 2004 Youth Justice Agency Accounts System 2003 Youth Justice Agency Prompt Payment Database 2005 GOMISHQ and security 1995 Dead File Registry 1993 LSU Life Sentence Unit database 1993 Prisoners' Tuckshop 1996 Prisoners Private Cash 1996 File Registry Central Records 1996 Adjudication database 1999 Inmates medical fitness tests 1999 SASHA 1990 Operational Management Unit 1995 Litigation Database 1995 PAFIS (Prison Accounting and Financial System) 1997 DFITS (Departmental Finance IT system) 1997 VIRBS (Visitor Inmate Recognition and Booking System) 1999 SIPS (Secure Image Processing System) 2008 SIPS Viewer 2008 Alchemist 2000 Skillbuilders 2008 GOMIS 2 1995 Oscar 2 Wages 1995 Prisoner Release Victims Information Unit 2003 PRISM 2004 Neighbourhood Watch Registered Applications 2004 Neighbourhood Watch ID Cards 2006 Antisocial Behaviour Orders Database 2006 Integra 1997 Tarrif System 2002 Altos 1989 FSNI Case Management System 1982 DNA Database 1996 Asset 4000 Finance 2007 Agresso Finance 2006
Details of the categories of personal information about members of the public held on databases managed by the Northern Ireland Office and its agencies and the date each category began to be collected are listed in the following tables.
Any personal information stored in these databases is subject to the Data Protection Act and to the Northern Ireland Office data protection policy. Also, following the publication of the cross-Government data handling review in June 2008, new projects and programmes that hold significant amounts of personal data are obliged to conduct privacy impact assessments.
Database name Categories of information Date Mail Contact Addresses - Stats and Research Name, Address 1996 Juvenile Justice Policy Stats database Name, Address, Criminal Offences 1996 Mentally Disordered Offenders Name, Medical 2006 Juvenile Justice database Contact Name, Contact Numbers, Offences 2004 Fireworks Name, Address, Phone Numbers, Fireworks Stored, Licenses Granted 1990 CATS (Correspondence and Case Tracking) Name, Address, Case Tracking, Correspondence Tracking 1990 Controlled Substances Name, Address, Explosives Stored, Licences Granted 1995 Shotfirers Name, Address, Licences Granted 1994 Prohibited Weapons Name, Address, Weapons Held 1997 MSER (Register of Explosives Stores) Name, Address, DOB, Phone Numbers, Stored Explosives 2006 Registered Premises Name, Address, DOB, Storage Use 1998 Security Section database Name, DOB, Clearances, Security Breaches 2000 Firearm Appeals Name, Address, DOB, Legal Representative, Weapon Types, Appeals Outcomes 2001 KPPS (Key Persons Protection Scheme) Database (.net version) Name, Address, Security and Financial Information 2004 Security Vetting Database Name, DOB, Clearances, Criminal Record 2007 Pass Photograph Database Name, DOB, Photographs 2005 Pass/Access control system Name, DOB, Photographs 2009 Visits Section VIP Database Name, Address, DOB, Functions 2000 Visits Section WJT Database Name, Address, Phone Numbers, Events 2004 CATS (Correspondence and Case Tracking) Belfast (1) Name, Address, Case Tracking, Correspondence Tracking 1990 CATS (Correspondence and Case Tracking) Belfast (2) Name, Address, Case Tracking, Correspondence Tracking 1990 CATS (Correspondence and Case Tracking) London Name, Address, Case Tracking, Correspondence Tracking 1990 Board of Visitors database Name, Address, DOB, Phone Numbers 1990 JJC Juvenile Justice database Name, DOB, Offences, Justice Program Info 2004 Juvenile Justice Centre Incidents Database Name, Address, DOB, Incident, Injuries, Section 75 data 2009 Youth Conference Service Database Offender Name, Address, Gender, DOB, Criminal Record Offence Referral and Review. Victim Name, Classification of Victim, Relationship to Victim, Attendance Requirements 2004 Youth Justice Agency Accounts System Company Name, Address, Bank Details, Payment Details 2003 Youth Justice Agency Prompt Payment Database Company Name, Address, Payment Details 2005 GOMISHQ and security Name, Address, DOB, Offences 1995 Dead File Registry Name, Address, DOB, Offences 1993 LSU Life Sentence Unit database Name, Address, DOB, Offences, Prison Contact Name, Phone Numbers 1993 Prisoners' Tuckshop Name, Purchases, Costs 1996 Prisoners Private Cash Name, Prison Number, DOB 1996 File Registry Central Records Name, Address, DOB, Offences 1996 Adjudication database Name, DOB, Adjudication Details, Adjudication Outcome 1999 Inmates medical fitness tests Name, DOB, Test Results 1999 SASHA Name, DOB, Physical Characteristics, Offences 1990 Operational Management Unit Name, Address, DOB, Minister Cases, CEO Cases 1995 Litigation Database Name, DOB, Legal Representation, Claim Details, Claim Outcome 1995 PAFIS (Prison Accounting and Financial System) Name, Company Name, Address, Bank Account Details 1997 DFITS (Departmental Finance IT system) Name, Company Name, Address, Bank Account Details 1997 VERBS (Visitor Inmate Recognition and Booking System) Name, Address, DOB, Phone Number, Company, Photograph, Fingerprint, Prisoner ID, Custody Dates 1999 SIPS (Secure Image Processing System) Name, DOB, Prisoner ID, Security Category, Fingerprint, Photograph, Physical Description, Custody Dates 2007 SIPS Viewer Name, DOB, Prisoner ID, Security Category, Physical Description, Custody Dates 2008 Alchemist Name, Prison Number, Medical Records 2000 Skillbuilders Name, Prison Number, DOB 2008 GOMIS 2 Name, Prison Number 1995 Oscar 2 Wages Name, Prison Number 1995 Prisoner Release Victims Information Unit Name, Prison Number, DOB 2003 PRISM Name, Address, Phone Number 2005 Neighbourhood Watch Registered Applications Co-ordinators Names 2004 Neighbourhood Watch ID Cards Co-ordinators Names 2006 Antisocial Behaviour Orders Database Names, DOBs of ASBO Holders 2006 Integra Name/Company, Address, Bank Account Details 1997 Tariff System Name, Address, DOB, NI Number, Incident Details, Injury Details, Case Status, Payments Record, Offender Details 2002 Altos Name, Address, DOB, NI Number, Incident Details, Injury Details, Case Status, Payments Record, Offender Details 1989 FSNI Case Management System Name, DOB, Incident Details 1982 DNA Database Name, Gender, DOB, Ethnic Type, DNA Profile Analysis Information 1996 Asset 4000 Finance Company, Address, Email Addresses, Phone Numbers, Payment Details 2006 Agresso Finance Company, Address, Email Addresses, Phone Numbers, Payment Details 2006
Details of the databases which will be managed by the Northern Ireland Office or its agencies and are expected to become operational in the next five years together with the categories of personal information held on members of the public and the estimated number of records are listed in the following table.
Any personal data which will be stored in these databases will be subject to the Data Protection Act and to the Northern Ireland Office data protection policy. Also following the publication of the cross-Government data handling review in June 2008, new projects and programmes that hold significant amounts of personal data are obliged to conduct privacy impact assessments.
Database name Categories of personal information Estimated number of records 2009 Replacement Visitor to Inmate Recognition and Bookings System (VIRBS) Name, prison number, address, visitor number, DOB, phone/fax numbers 125,000 over five years Replacement Secure Image Processing System (SIPS) Name, prison number, address, visitor number, DOB, phone/fax numbers 125,000 over five years Juvenile Justice Centre Incidents Database Name, address, DOB, details of incident, physical restraints, single separations, self harm, sanctions imposed, injuries, Section 75 data Not known 2010 Youth Justice Agency Case Management System Name, address, gender, DOB, Section 75, risk assessment, criminal record, offence referral, medical notes, educational attainments, referral programme, review notes, incident reporting Currently 2,350 individuals referred to YJA per annum 2011 Nil — — 2012 Nil — — 2013 Nil — —
Details of databases which will be managed by the Northern Ireland Office or one of its agencies which will contain personal information currently under construction or expected to become operational in each of the next five years are listed in the following table.
Any personal data which will be stored in these databases will be subject to the Data Protection Act and to the Northern Ireland Office data protection policy. Also following the publication of the cross-Government data handling review in June 2008, new projects and programmes that hold significant amounts of personal data are obliged to conduct privacy impact assessments.
Database name Under construction/Expected to go live 2009 Replacement Visitor to Inmate Recognition and Bookings System (VIRBS) The Northern Ireland Prison Service is currently looking for a replacement for the existing VIRBS system—it will go live in 2009 or 2010 depending on the chosen solution Replacement Secure Image Processing System (SIPS) The Northern Ireland Prison Service is currently looking for a replacement for the existing SIPS system—it will go live in 2009 or 2010 depending on the chosen solution Juvenile Justice Centre Incidents Database Expected to go live over the next three months 2010 Youth Justice Agency Case Management System This project is at an early stage and will not go live before 2010 2011 Nil — 2012 Nil — 2013 Nil —