Are all call details (i.e. caller’s name, originating / destination telephone number and extension, time, date, duration and audio) of all dialled, Direct Dial Inward – DDI, incoming or outgoing phone calls into or from West Midlands Police (that were recorded after 31 December 2013) digitally stored in an auditable, searchable and retrievable format, and if so for how long are these details kept?
Does West Midlands Police have robust call recording software, with encryption and high-grade tagging functionality, that indexes each call (irrespective of whether it is from a member of the public, other agency professional or represents an interaction between officers using police radios) according to a range of parameters; for example, by time and date, by duration, by operator name and number, and by terminal number?
Are all recorded calls appropriately time-and date-stamped and/or contain other security mechanisms to ensure they have not been edited, altered or accessed by an unauthorised third party?
Is it standard practice that all recorded calls are ‘tagged’ with relevant attributes of the contact – for instance, the caller’s name, nature of the contact, the name and operator number of the staff member/ officer who took the call and their terminal number?
Please provide the West Midlands Police policy(ies) and or guidance that specifically deals with call capture and the retaining of call recordings.
Is all electronic information received into West Midlands Police recorded digitally and stored in an auditable, retrievable and searchable format?
How long is the minimum storage period for received electronic information; and are detailed records of electronic information, received after 31 December 2013, still accessible?
Are the name, date and time of visit, of all people who physically attend West Midlands Police stations (i.e. to make a complaint or criminal report, visiting in an official capacity, or who have arranged or wish to speak to an officer), recorded in a searchable, retrievable visitor’s book, electronic log or in any other form of searchable and retrievable documentation or filing system?
How long are those visitor books, logs / documentation or filing systems kept; and has the practice of retention been ongoing since 31 December 2013?
Please find attached our response.
Every effort is made to ensure that the figures presented are accurate and complete. However, it is important to note that these data have been extracted from a number of data sources used by forces for police purposes. The detail collected to respond specifically to your request is subject to the inaccuracies inherent in any large scale recording system. As a consequence, care should be taken to ensure data collection processes and their inevitable limitations are taken into account when interpreting those data.
The figures provided therefore are our best interpretation of relevance of data to your request, but you should be aware that the collation of figures for ad hoc requests may have limitations and this should be taken into account when those data are used.
If you decide to write an article / use the enclosed data we would ask you to take into consideration the factors highlighted in this document so as to not mislead members of the public or official bodies, or misrepresent the relevance of the whole or any part of this disclosed material.