Official Inquiries
Process
Official inquiries (e.g. The Infected Blood Inquiry) require capturing some additional data.
Each inquiry will have unique requirements and so the following is to be used as a guide and is not exhaustive.
Do not feel pressured/intimidated into replying quickly. Official Inquiries may take an aggressive or combative tone. Inform relevant management at the start as there is a high chance this require multiple visits and input from management.
Create a folder in the Access Management section of SharePoint with the title of the Inquiry (e.g. Infected Blood Inquiry) and save all relevant documentation in this folder.
Create separate folders for each collection that material has been requested from (e.g. SA_HEC, PP_BAY) and save all relevant emails requesting access in the related folder.
If there are any Paragraph 27 notices, create a separate folder and save all related emails and attachments.
If there are any Section 21 notices, create a separate folder and save all related emails and attachments.
Create a simple spreadsheet to log paragraph 27, section 21 and uncatalogued requests (e.g. Infected Blood Inquiry requests log)
Create a folder in the Collections Inbox with the title of the Inquiry and move all sent/received emails to this folder.
Paragraph 27 and Section 21 notice emails should be easily identified by the subject in the email. There will also be a deadline attached to the request.
Material will have to be consulted in a private room (not the RMR)
Arrange a time and date then book a suitably sized room in 183 via LE&E duty managers
There will need to be at least one member of staff in the room during the duration of the visit
You will have to put the material on a trolley to take to the room and return (this can be produced the day before and left in the large RMR annex)
Email LE&E managers/RMR staff working on the day/any relevant staff that the visit will be taking place
Ensure inquiry has provided Wellcome reference numbers, if not, email asking for references.
Check content, if published or open material, then no redactions necessary
If a redacted or closed file, inform relevant managers, with either your thoughts or that you are unsure and require guidance
If the inquiry is interested in uncatalogued material, follow the uncatalogued requests guidance in addition to the above steps.
Stock replies
Dear [insert name],
The items you have requested are closed, this access status has been decided by assessing the material in line with our access policy.
If you want to view the material then you would have to issue us with a Section 21 notice which would allow you to access and make copies.
Yours sincerely,
[Enquiries signature]
Dear [insert name],
Restricted items cannot be copied as they contain sensitive personal data which would have been identified during the cataloguing processes in line with our access policy.
If you want to copy the material then you would have to issue us with a Section 21 notice which would allow you to access and make copies.
Yours sincerely,
[Enquiries signature]
Dear [insert name],
When were you thinking of coming in to look at the items listed in the Section21 Notice?
I need to a arrange a room for you to view the items in and so any time after [insert date] would be fine as this would allow us time to sort a room and to ensure there is someone from our team who can invigilate.
Please can you let us know who will be attending from the Inquiry.
Once we have the above information, I will reply with a confirmation of the room booking and any other details you will require.
Yours sincerely,
[Enquiries signature]
Dear [insert name],
[Option 1 - No redactions:]
We will not be applying for any further redactions on the following documents: [insert document reference numbers]
[Option 2 - Additional Wellcome redactions required]
[Insert text from management]
Yours sincerely,
[Enquiries signature]
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