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Master Audio Tape Storage
Contents
Policy Statement ......................................................................................................................... 2
Principles ..................................................................................................................................... 2
Retention Periods ........................................................................................................................ 2
Responsibilities ............................................................................................................................ 3
Additional Information ................................................................................................................ 4
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Policy Statement
Summary
West Yorkshire Police (WYP) complies with Authorised Professional Practice
(APP) which contains the relevant material regarding information
management to support this local procedure regarding master audio tape
storage.
The Force has a duty to ensure that a consistent approach is taken to the
handling, storage and weeding of master audio tapes. A procedure has been
established to maintain an audit trail and assure continuity of evidence by
effectively managing information and tracking the movement of tapes
through appropriate and secure environments. This policy will explain how
tapes are managed and the criteria for retention and weeding.
Use of audio tapes has been progressively overtaken by digital recording of
interviews. However, there remain an amount of historic tapes relating to
the interviews conducted from 2009 onwards and these cannot currently be
destroyed until completion of the Jay Report. Some tapes are being held at
the Master Audio Tape storage unit and some at districts.
Scope
This policy applies to all police officers and police staff.
Principles
General
• The suggested lifespan of a normal audio tape ranges from 15 to 25 years,
but this depends on the conditions and manner in which the tapes are
stored.
• Incidents where master tapes are required should be rare due to the
existence of working tapes, however when these incidents do occur, the
responsibility lies with the nominated officer.
• In the rare cases where a master tape is to be released from the store.
Authorisation should be by the Chief Superintendent or their delegated
representative.
Retention Periods
Principles
• All tapes should be retained indefinitely, pending the outcome of the Jay
Report.
• Any tapes required for the purposes of the following must be identified
and extracted immediately on receipt of the particular request either at
District or by contacting the Logistics Manager at Business Services:
o IPCC investigations;
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o The Criminal Cases Review Commission;
o Civil claims; or
o Freedom of Information (FOI)/Data protection requests.
Responsibilities
District
Commander/
Departmental
Head
Line managers are responsible for:
• Ensuring the storage facility is suitably secure, retained behind a minimum
of 2 locks; and
• Ensuring the storage of magnetic tapes is:
o Away from direct sunlight, magnetic field or UV light;
o In a ‘chemical free’ atmosphere; and
o In an environment with a stable temperature.
Nominated
Officer
The nominated officer is responsible for:
• Ensuring when a master tape is requested that:
o This is logged in the register ‘Tape Recording of Interviews Master Tape
Movement Record’ (202);
o Is only opened in accordance with the requirements of PACE code E, in
relation to live cases, with CPS involvement as police officers have no
authority to break the seal on a master recording. The defendant or their
legal advisor must be informed and given opportunity to be present to
be invited to reseal and sign the master recording. If the case is not live
CPS presence is not required;
o The details of why the tape was open and who witness the opening is
recorded; and
o The tape is copied, the master tape resealed and an annotation on the
seal who was responsible for the opening, copying and witnessing prior
to releasing the copy for use.
• Checking periodically the register ‘Tape Recording of Interviews Master
Tape Movement Record’ (202), ensuring that tapes are logged out and
returned as soon as possible. It is expected that this is completed monthly.
Logistics
Manager
The logistics manager is responsible for:
• Ensuring the boxes are checked off against those documented for transfer,
signing for receipt on arrival, storing in the Master Audio Tape storage unit
in the required conditions;
• Recording the request for the return of a master tape in the register ‘Tape
Recording of Interviews Master Tape Movement Record’ (202); and
• Checking periodically records ensuring tapes which have been returned
from the Master Audio Tape storage unit and logged out are returned as
soon as possible.
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Additional Information
Compliance
This policy complies with the following legislation and guidance:
• APP Information Management
• PACE Code E
• The Freedom of Information Act 2003 (FOI)
• Limitations Act 2000
• The Criminal Procedures and Investigations Act 1996 (CPIA)
• Data Protection Act 1998
• Guidance on the Management of Police Information (MoPI) Second
Edition
Policy Database Administration
Item
Details
Master Audio Tape Storage
Document title:
Business Services
Owner:
Author / Reviewer:
30/09/2016
Date of last review:
Date of next review:
30/09/2019
The Equality and Human Rights Assessment for this policy is held on Force
Registry which can be accessed via this link.
The table below details revision information relating to this document:
Topic title
Date
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