RHI-26 Response Accepted

Meeting Records

Recommendation

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.

Published Evidence Summary
The following publicly available evidence relates to this recommendation:
- In October 2021, the NI Executive accepted this recommendation in full (NI Executive Response to RHI Inquiry, Department of Finance, October 2021).
- 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?
Evidence searched by Claude (Anthropic) on 10 Apr 2026
Checked data held on this site (government responses, progress updates, independent evidence)
This recommendation asks for cultural or behavioural change, which is difficult to verify from published sources alone. The evidence above reflects policy commitments rather than measured outcomes.
Jurisdiction
Northern Ireland
Response
Accepted
Accepted Northern Ireland Executive
07 Oct 2021

[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.

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Progress Timeline
Official Report
15 Oct 2024

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.

Confirmed Completed
15 Oct 2024
NIAO Second Progress Report government_response

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.

NIAO Second Progress Report (October 2024) View Source
Source
Report The Report of the Independent Public Inquiry into the Non-Domestic Renewable Heat Incentive (RHI) Scheme 13 Mar 2020
Responsible Bodies
Northern Ireland Executive Primary
Recommendation age 6.4 yrs
Last formal update 652 days ago