RHI-27 Response Accepted Self-assessed

Private Office Record Keeping

Recommendation

Ministers' responses to submissions should be formally and timeously recorded and disseminated to officials by the Minister's Private Office. That responsibility should not be left to policy teams. One clear corollary is the need for a better system to carry out these essential administrative tasks and the Inquiry recommends a much stronger role for ministerial Private Offices which should be staffed by officials capable of supporting Ministers in this and other tasks to a high standard.

Published Evidence Summary
The following publicly available evidence relates to this recommendation:
The Northern Ireland Executive accepted this recommendation in full in October 2021, stating it was addressed through new corporate guidance developed for Private Offices and the strengthening of Private Office roles (NI Executive Response, October 2021). Despite the development of Private Office guidance and regrading of roles, the NIAO Second Progress Report (October 2024) found that record keeping for ministerial responses to submissions has regressed and compliance remains poor, with the audit trail absent during verification.
How was this assessed?
Assessed by gemini-2.5-flash on 24 Mar 2026
Checked data held on this site (government responses, progress updates, independent evidence)
External sources searched: www.gov.uk, www.finance-ni.gov.uk, www.legislation.gov.uk, hansard.parliament.uk
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.

Read Full Response
Progress Timeline
Official Report
15 Oct 2024

NIAO Second Progress Report (October 2024): Implemented. Private Office record-keeping of ministerial responses to submissions addressed through 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.

No Meaningful Progress
15 Oct 2024
NIAO Second Progress Report government_response

Record keeping for ministerial responses to submissions has regressed. Private Office guidance exists but compliance remains poor.

View detailed findings

Like RHI-26, the NIAO found record keeping has regressed. Private Office guidance was developed and the roles of Private Secretary and Assistant Private Secretary were regraded. But the NIAO found the audit trail absent when it tried to verify progress. The Functioning of Government Act 2021 provides the legal framework but implementation in practice remains inadequate.

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 6.0 yrs
Last formal update 525 days ago