Names and Address Register (Jersey) Law 201-: Data Sharing Agreement between Information Services, Population Office, and Social Security

Information about the publication of Ministerial Decisions

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demonstrating that good governance, and clear lines of accountability and authority, are in place around decisions-making – including the reasons and basis on which a decision is made, and the action required to implement a decision
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The Freedom of Information Law (Jersey) Law 2011 is used as a guide when determining what information is be published. While there is a presumption toward publication to support of transparency and accountability, detailed information may not be published if, for example, it would constitute a breach of data protection, or disclosure would prejudice commercial interest.

A decision made 29 June 2012:

Decision Reference: MD-C-2012-0068
Decision Summary Title :	Data Sharing Agreement between Information Services, the Population Office, and the Social Security Department, in preparation of introduction of the Names and Address Register (Jersey) Law, 201-		Date of Decision Summary:	28th June 2012
Decision Summary Author:	Director, Corporate Policy		Decision Summary: Public or Exempt?	Public
Type of Report: Oral or Written?	Written		Person Giving Oral Report:	n/a
Written Report Title :	Protocol for Information Exchange between States Departments		Date of Written Report:	28 June 2012
Written Report Author:	Director, Corporate Policy, Chief Minister’s Department, Head of Governance, Social Security Department, Deputy Commissioner, Data Protection		Written Report : Public or Exempt? (State clauses from Code of Practice booklet)	Public
Subject: Signing of a Data Sharing Agreement between Information Services, the Population Office and the Social Security Department
Decision(s): The Chief Minister agreed to sign a data sharing agreement between the Population Office, Information Services and the Social Security Department, for the exchange of information required to construct the name and address database in preparation for the introduction of the Names and Address Register (Jersey) Law, 201-.
Reason(s) for Decision: In July 2011, the States agreed draft legislation for Register of Names and Addresses (Jersey) Law 201-. The data shared will not be actively used in advance of the introduction of the new legislation, but the purpose of the sharing agreement is to enable the Register of Names and Address Register to be created in advance of the Law such that it is ready to be used on introduction of the new Law and in accordance with the powers under the Law. Appropriate data security arrangements will be in place in advance of, and following introduction of, the new Law. In particular, the data sharing agreement will enable the Chief Minister’s Department to identify persons who have, for example, left the Island, and therefore should not be included in the Register of Names and Addresses. The information to be shared under the agreement between Information Services, the Population Office and the Social Security Department is limited to: The filter conditions are: Include those who are marked as ‘exited’ from Jersey Include those who are marked as still on Jersey Include those marked as deceased The data fields required are: Date of data record extract Title (please ensure this is included as it was inadvertently left out of last data extract) Forenames Initials Surname Gender Date of Birth Date of Death Country of Residence Nationality Marital Status Social Security Number Full Jersey Residential Address inc Postcode (as separate address fields) UPRN Most Recent Date of Entry Most Recent Date of Exit In addition, the following in a format in which each history record carries the appropriate foreign key (JY Number) and the historical data value: Surname History Address History
Resource Implications: There are no resource implications of the Data Sharing Agreement.
Action required: The Director, Corporate Policy, to provide a signed copy of the Data Sharing Agreement to the Social Security Minister, and to facilitate release of the requested data.
Signature:		Position: Senator I.J. Gorst Chief Minister
Date Signed:		Date of Decision (If different from Date Signed):