Multi-Agency Public Protection Arrangements (MAPPA): national guidance

17. VISOR (The Violent and Sex Offender Database)

17.1 ViSOR is one of the systems used by MAPPA partners to facilitate the secure exchange and storage of information in accordance with this guidance and under the duty to co-operate, both of which are underpinned by section 10 of the Management of Offenders etc. (Scotland) Act 2005 (the 2005 Act).

Overview

17.2 ViSOR provides a central store for up-to-date information about individuals managed under MAPPA in the UK that can be accessed and updated by the Responsible Authorities.

17.3 ViSOR is a Home Office system that operates in other UK jurisdictions and is potentially a vital component for any cross-border transfer discussions. In addition to the responsible authorities in Scotland, it is used in England and Wales by police, Probation Trusts and HM Prison Service. ViSOR is also used in Northern Ireland, and by the British Transport Police and the Royal Military Police.

17.4 The benefits of using ViSOR are:

• Provision of a secure database enabling the safe retention and prompt sharing of sensitive risk management information on all individuals managed under MAPPA. These are Registered Sex Offenders, Restricted Patients and Other Risk of Serious Harm Individuals.
• Capacity to share intelligence, and facilitation of the safe transfer of key information when relevant individuals managed under MAPPA move between areas.
• It acts as a central store for the minutes of MAPPA meetings.
• Production of consistent management information to support the strategic oversight and management of the MAPPA arrangements in Scotland, informing consideration of effective performance and contributing to improved working practices.
• Provision of information for MAPPA annual reports.

17.5 The Scottish Government supports the use of ViSOR as one of the means of facilitating the sharing of information under section 10 of the 2005 Act. Effective ViSOR usage within MAPPA areas should be regularly reviewed at Strategic Oversight Group (SOG) meetings.

Handling ViSOR Data

17.6 The collective information held on ViSOR is classified under the Government Secure Classifications Scheme as Official – Sensitive. This classification requires certain security measures to be implemented and adhered to by ViSOR users.

17.7 As ViSOR is an Official – Sensitive application, requests under the Data Protection Act 2018 for information contained within it, such as Subject Access Requests, are unlikely to be granted. However, these must still be considered on a case-by-case basis in accordance with the legislation. Information stored on ViSOR may also be relevant for other purposes and sharing of such information should be based on legislative obligations and responsibilities and the Data Protection Principles.

17.8 Similarly, requests to MAPPA Areas under Freedom of Information legislation should be carefully considered as ViSOR contains confidentially-graded information such as active police and prison intelligence. To disclose such information could adversely affect police and prison activity and potentially put the safety of the public (including victims) at risk.

Responsibilities

17.9 All individuals subject to MAPPA should be entered on ViSOR, including those individuals currently serving custodial sentences.

17.10 All live ViSOR records will be actively and accurately maintained and updated by the lead agency, record managers and relevant partners.

17.11 Further information regarding the national standards for the management of individuals on ViSOR can be found in the Scottish and UK ViSOR Standards Documents.

Archiving Arrangements

17.12 When an individual ceases to be an active MAPPA case, their ViSOR record should be archived. This means that the information will remain within ViSOR and, if necessary, can be re-activated. The nominal record will be retained until the 100th anniversary of the individual's birth. At this point, it will be reviewed and, in most cases, will be removed from ViSOR.

17.13 The period for which an individual remains subject to the MAPPA framework varies. Some could be subject to MAPPA for life, others for less than 6 months. The period will depend on the individual case.

Support and Further Guidance

17.14 For further information on ViSOR use, guidance is available in the UK National Standards and Scottish the National Standards, copies of which can be obtained from Data Governance, Chief Data Office, Police Scotland.

17.15 Data Governance within Police Scotland are responsible for the overall management and administration of ViSOR within Scotland. Data Governance also provides key support and training to promote effective use of the system with partner agencies.

17.16 Data Governance can be contacted at:

Email: DataGovernanceRiskAndHarm@scotland.police.uk