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.
- The NIAO Second Progress Report (October 2024) assessed this recommendation as Implemented, noting that it had been upgraded from "Likely" in the first progress report, with requirements for keeping records of meetings addressed through revised guidance (NIAO Second Progress Report, October 2024).
How was this evidence gathered?
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
Status based on NI Audit Office Second Progress Report (October 2024): Implemented - NIAO assessment confirms actions have been taken to address this recommendation.
Published Evidence
Published assessments of progress from inspectorates, select committees, official progress reports, and other sources. Source type badge indicates whether each assessment is independent or government self-reported.
NIAO assessed RHI-26 (recording of meetings attended by ministers/SpAds) as Implemented in both 2022 and 2024 reports. Functioning of Government Act 2021 provides statutory basis.
View detailed findings
The NIAO assessed this recommendation as Implemented. The Functioning of Government (Miscellaneous Provisions) Act (NI) 2021 now legally requires the recording of meetings attended by ministers and Special Advisers. This statutory requirement directly addresses the inquiry's recommendation on record keeping for ministerial meetings. Note: while the NIAO's general fieldwork encountered difficulties accessing records (relevant to RHI-28), the specific obligation under RHI-26 regarding ministerial meeting records has been put on a statutory footing and is assessed as implemented.