Meeting Records
Notes of significant meetings between officials and ministers, particularly those affecting decision-making and spending, must be taken and retained. The responsibility for ensuring this is done should be clearly identified and compliance should be ensured in practice.
How was this assessed?
Response
Accepted
Response
Accepted[Note: The NI Executive responded to recommendations 8-18, 24, 26-28, 32b, 34-36 together as a group under the 'Professional Skills, Resourcing, Record Keeping and Raising Concerns' themes.] NI Executive Response (October 2021): These recommendations can be accepted in full. They have been addressed through work to date through: revisions to the NICS Code of Ethics and production of the Guidance for Ministers; new corporate guidance developed for Private Offices; the strengthening of Private Offices by the redefining and higher grading of the Private Secretary and Assistant Private Secretary roles; planned induction, training and ongoing support for Private Office staff; existing practices such as reviews of retention and disposal schedules and Information Asset Registers; the project to review how the NICS carries out its Records Management responsibilities and improving its current electronic storage system (HPRM) for all users; the launch of an NICS data-protection and information management hub; Completion of NICS reviews of records management and HPRM optimisation; upgrade of the current records management software. Further work is required to: review and update Private Office guidance in light of recent experience; further address the culture and behaviours surrounding record keeping in the NICS; Complete a reporting exercise to ensure that products designed to address these recommendations have been appropriately embedded within all Departments.
Progress Timeline
NIAO Second Progress Report (October 2024): Implemented. Requirements for keeping records of meetings addressed through revised guidance. Previous assessment upgraded from Likely to Implemented.
Published Evidence
Published assessments of implementation progress from inspectorates, select committees, official progress reports, and other sources. Check the source type badge to see whether each assessment is independent or government self-reported.
NIAO found record keeping has REGRESSED since their 2022 report. The Audit Office encountered difficulties securing timely access to adequate records when reviewing implementation.
View detailed findings
This is the most damning finding. The NIAO's second report found the overall position on record keeping has regressed since their first report in 2022. The NIAO itself encountered difficulties securing timely access to adequate records during its review. Despite DoF publishing a progress report in March 2024, a complete and readily accessible audit trail was largely absent when requested. The central failure of the RHI scandal was inadequate record keeping. Four years later, the system cannot even produce adequate records to demonstrate it has improved its record keeping. The Functioning of Government Act 2021 does now legally require recording of meetings attended by ministers/SpAds, but practice has not matched legislation.