Multi-Agency Co-location and Information Sharing Agreement

Breckland Collaboration Meeting involves partner services, including but not limited to Norfolk County Council, District Councils, Department for Work and Pensions, Norfolk Police, health services, schools, registered social landlords, voluntary agencies.

This memorandum of understanding relates to the operational sharing of information within the Collaboration Meetings, to promote positive multi-agency working, in the best interests of families and individuals.

The Multi-Agency Co-location & Information Sharing Agreement sets out the legal and operational framework for information exchange. All staff should be aware of and understand the content of these documents and how they relate to operational practice.

Individual agency representatives are required to sign below to confirm acceptance of this memorandum of understanding annually.

1. It is recognised that each agency will need to rely on the legal basis for information sharing, depending on the legal status of that agency. It is recognised that it is the responsibility of each agency to decide whether and what information can be shared. However, each agency agrees to the overriding principle that information will be shared where it is necessary, lawful and proportionate to do so.
2. Each organisation with whom information is shared will comply with the General Data Protection Regulation (GDPR).
3. The discussions and decisions that take place, take account of Article 8.2 of the European Convention on Human Rights, with particular reference to:
   1. Public safety
   2. The prevention of crime and disorder
   3. The protection of health
   4. The protection of the rights and freedom of others
   5. Safeguarding
4. Any discussions or meetings undertaken are called in circumstances where it is felt to be necessary to share information pertaining to a named individual or family, to address specific issues related to the aims and objectives of Collaboration. This includes:
   • Provision of services to residents
   • Establishing whether a resident is eligible for a service
   • Evaluating and assessing how these services have or could benefit residents
   • Information, advice and guidance on low level, emerging issues
5. The records of any meetings undertaken are closed under the Freedom of Information Act 2000, due to one or more of the following reasons:
   1. Investigations and proceedings by Public Authorities (s.30(1)(B))
   2. Health and Safety (s.38)
   3. Personal information (s.40)
   4. Information provided in confidence (s.41)
   5. Any meeting records taken must not be photocopied or contents shared outside of the meetings. Records should be kept in the RESTRICTED or CONFIDENTIAL section of agency files
6. Case related discussions will sometimes be overheard as a result of co-location arrangements. These remain strictly confidential. Where an individual feels this compromises their integrity, they must speak to their line manager immediately.
7. Practitioners must appropriately record their rationale and response to direct requests for information. If you are unsure where this recording should be made, seek advice from your line manager