Private Office Record Keeping
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.
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. 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.
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.