Data Protection Commissioner
Data Protection Commissioner

Registry Details for 'Director General of the Irish Prison Service'

Company Name: Director General of the Irish Prison Service
Ref Number: 5428/A
Reg Type: DC
Company Address: Irish Prison Service HQ IDA Business Park Ballinalee Road Longford Co. Longford
Contact: NiamhSmyth
Purpose: To provide safe, secure and humane custody for people sent to prison by the courts. The Irish prison Service is committed to managing custodial sentences in a way which encourages and support prisoners in their endeavouring to live law abiding and purposeful lives as valued members of society. Records held are in furtherance of these aims either directly or in maintaining the support structure for these activities
Continuation Due Date: 27/04/2018
Description: (1) Prisoner Information Management System (PIMS) Not all of this information is held in respect of all prisoners as this varies depending on the regime and the type of prisoner PIMS Number (unique identifier); PULSE ID, Old GCRO no; Admission Date / Sentence Length / Release Date; Committal Status/ Current Status; Name; Address; phone number; Age left school; Personal descriptive details ( Height; weight; marks & scars, hair length; colour, eye colour; sex, facial hair, complexion, skin colour; glasses); Ethnic Origin; Language; Level of Education; Marital Status; Nationality; Occupation; place and Date of Birth; literacy; Religion; Solicitors Name and Telephone Number; Next of Kin - name, address, relationship, county, country and telephone number; location; absence details; assessment details; cell occupation; Correspondence Details; (consists of the categories - Prisoner Correspondence dates in and out, sender/recipient name and address; Ban details. Court appearance details; External Movement Details; fine details (including payee name, Address and relationship to Prisoner; Governors Parade Details; Incident reports; Marks and Scar Details; Parole Review Details; Previous Conviction Details; Property & Property Log; Punishment Details; Prisoner Request Details; Security Category; Sentence Details; Intelligence information; Prisoner Temporary Release Details; Prisoner Visit details (Visitors Name, address, town, county, country and relationship. Duration of Visit, date of visit and children). Warrant; Sentence and Offence Details (victim not named). Appeals; Sex Offender flag. Photograph; risks;(2) Prisoner Records Information System (PRIS) The forerunner of PIMS -still held on archive basis. Not all of this information is held in respect of all prisoners as this varies depending on the regime and the type of prisoner PRIS Number (unique identifier); PULSE ID, Old GCRO no; Admission Date / Sentence Length / Release Date; Committal Status/ Current Status; Name; Address; phone number; Age left school; Personal descriptive details ( Height; weight; marks & scars, hair length; colour, eye colour; sex, facial hair, complexion, skin colour; glasses); Ethnic Origin; Language; Level of Education; Marital Status; Nationality; Occupation; place and Date of Birth; literacy; Religion; Solicitors Name and Telephone Number; Next of Kin - name, address, relationship, county, country and telephone number; location; absence details; assessment details; cell occupation; Correspondence Details; (consists of the categories - Prisoner Correspondence dates in and out, sender/recipient name and address; Ban details. Court appearance details; External Movement Details; fine details (including payee name, Address and relationship to Prisoner; Governors Parade Details; Incident reports; Marks and Scar Details; Parole Review Details; Previous Conviction Details; Property & Property Log; Punishment Details; Prisoner Request Details; Security Category; Sentence Details; Intelligence information; Prisoner Temporary Release Details; Prisoner Visit details (Visitors Name, address, town, county, country and relationship. Duration of Visit, date of visit and children). Warrant; Sentence and Offence Details (victim not named). Appeals; Sex Offender flag. Photograph; risks; (3) Prisoner Healthcare Management System (PHMS).Forename and Surname; Date of birth; Address; County of residence next of kin; hair colour; eye colour; Religion; Education; GP details; Visual markings; Sentence Offence; release date; Medical Notes; History of drug abuse; History of alcohol abuse; Psychiatric notes; Psychological notes; Dental notes; Medication; Medical appointments; Smoking per day; Immunisations; Allergies; Suicide Risks; Urinalysis; Incidents and injuries; Involved health care professionals; Family and social history, System also now allows users scan in medical documents received from external sources(4) Time & Attendance System First Name; Surname; Date Started; Pay Number; Qualification; Date of Birth; Date Permanent; Pay Type; Acting up; Gender; Date Terminated; Pay Grade; Sick Restriction; Rank; Employee Status; Full P.R.S.I.; Sick no pay; Department; Work Pattern; Absence Cost; Job sharing; Employee status; Allowance; Hourly Rate; Employee number; Contract Type; Salary; Date of Service; Probation End; Incremental Date; Attendance times & Dates, leave, absences, lates, posts; hours worked (incl Overtime) (5) Flexitime System Name, section, pay no, times and dates of attendance(6) Personnel & Sick leave (Prison Staff)PRIS No.; Initial Expiry Date; Illness From/ to (Date); PRIS Rate; Pay No; Completed on Days; Staff No; Type (CERT/USL); Surname;Nature of Illness; Forename;Service at; Maiden Name; IOD (Injured on duty); Gender;Hosp Cert; DOB;Pay Stopped; Age; Prison; Temp Transfer To; Transferred to; Appointed (date); Return to Service Date; Established; Promotion/Reversion Date; Departed (date); Latest Transfer Date; Service Details (years served); Age at Departure; Career Break Start; Duration (Years); Strike (Yes/No); Allowance Received From; Incremental Date; Grade; Status; Serving (Yes/No); Job Share; Commenced (date); Partner; Seconded To(6) Training Records Database (Prison Staff) Name, Grade, Prison, Courses Attended (time, date, subject, location), trainer name(8) Prisoner Cash & Gratuity SystemName; address; date of birth; cash income and expenditure transactions; gratuity earned; cash balances; gratuity balances; release dates; sentence details(9) Old Prisoner Records System Record no; GCRO no; Admission Date / Sentence Length / Release Date; Committal Status; Name; Address; phone number; Marital Status; Nationality; Occupation; Date of Birth; Religion; Solicitors Name and Telephone Number; Next of Kin ( - name, address, relationship, county, country and telephone number); location; absence details; assessment details; cell occupation; Court appearance details; External Movement Details; fine details; Incident reports; Conviction Details; Punishment Details; Prisoner Request Details; Sentence Details; Prisoner Temporary Release Details; Warrant; Sentence and Offence Details (victim not named). Appeals; Cash & gratuity transaction details(10) Security Clearance Database Name; address; date of birth; place; whether security cleared(11) Contact Details/Address Books Individual and group address books containing name, address, business address, e-mail address, position, telephone and fax numbers of contacts.Car Reg details(12) Document Management SystemWide ranging system containing miscellaneous outgoing and internal correspondence with any persons having details with the prison service, employed by it or prisoners. May include personal details of staff or prisoners as necessary in the context of the case. May include copies of incoming e-mails of the same nature also. Will also include internal documents which may reference contact details and mention individuals by name and other particulars. Telephone lists for staff and contacts. Information bulletins which may include names etc. Internal housekeeping records (e.g. room bookings car parking, etc.)(13) Visit Details (non prisoner related) A system for recording visits by contractors and others to the prisons for purposes other than visiting the prisoner.Time, date; person; company; purpose; contact; Car Reg, make , colour; Security Clearance(14) E-mail System Individual e-mail accounts keeping the e-mail addresses of correspondents, along with such material as may be included in the bodies of e-mails.Kept in HQ and accessed by authorised staff in accordance with acceptable usage policy(15) Prisoners Phone System A phone system whereby prisoners are limited to call certain approved numbers. Prisoner name, PRIS number, approved phone numbers, names of permitted recipients of calls(16) Contractor ID System A system for recording details of contractors (individuals) doing work in prisons. Names, Employers Name and Business Address, Photo of Contractor(17) Subsistence Names, dates and amounts of subsistence paid to staff(18) Work Training Database A system for recording the work training undertaken by prisoners. Name, date of birth, record of training undertaken by the prisoner, assessments of prisoners progress in training(19) Prisoner ID System A system for producing ID Cards PRIS number, Name, Prison, Sentence Details(20) Mini PRIS This is a system linking the PRIS system, to the Documents Management System. Produces documents based on information held in PRIS. Contains a subset of PRIS system data. No additional information(21) Inventory System Self Explanatory Contains supplier names and contract details(22) Prisoners Accident and Assault Database A recording system for alleged incidents of accident or assault involving prisoners. PRIS number, Prisoner Name, Prisoner remission date, Gender, Details of accident or assault, witness name, witness name, witness report, investigating officer name, investigating officer report(23) Booked Visits Application: Anyone entering a prison to visit a prisoner will be required to make an appointment in advance providing specific personal details in order to gain admittance to the prison. These include the visitor name, address, date of birth, prisoner being visited, relationship of visitor to prisoner and date of visit. Photographic identification will be required from the visitor on arrival and will be used to confirm the date of birth given when booking their visit. All details including the unique numbers attached to the photographic identification will be recorded electronically(24) ISMS - Intergrated Sentence Management System - ISMS allows IPS put in place a planned, systematic, multi-disciplinary approach to managing a prisoner's sentence from committal to release and resettlement, and will incorporate agreed individualised action plans. ISMS records basic prisoner demographic information and General Case Details, First Contact Assessment, FCA Action Summary Plan, Referrals to Service Providers & Agencies, Service Provider/Agency Assessments, Strengths, Needs and Risks Assessments, Personal Integration Plans, Service Provider/Agency Progress Reports, Officer Reports, Community Integration Interview ,Community Integration Action Summary Plan ,Community Integration Plans ,Case Notes (25) Psychologist Case Tracking System (PCTS) - Provides the Psychology Service with a centralised Database for Tracking Cases in relation to Prisoners and for monitoring response times from time referrals are initiated to time of completion Also provides IPS Regimes Directorate with the production of accurate and timely statistics and assists in the management and control of the Psychology service through the production of accurate and timely statistics (26) IPS MESH - A Helpdesk type system which allows for the tracking of faults/breakages/repairs required to Prisons Estate(27) HRMS records all relevant personal information relating to Irish Prison Service employees for the purpose of managing the Human Resources Directorate including headcount reports, allowances, position management (recruitment, transfers, promotions, retirement), pensions (length of service calculations), recording of discipline matters and training
(28) National Incident Management System - record of both staff and prisoner details in relation to injuries and assaults(29) Intellex - integrated system of closed circuit TV cameras in place in all prisons and open centres run by the IPS.
Disclosees: None
Transfers Abroad: No