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Governance

The Scottish Biometrics Commissioner recognises that to deliver its strategic aims, objectives and priorities successfully, it needs sound corporate governance and control mechanisms in place.

This handbook sets out the roles, responsibilities and procedures for the effective and efficient conduct of the Scottish Biometrics Commissioner's business.

Scheme of Governance and Risk Handbook

As a Scottish Public Authority, the Scottish Biometrics Commissioner is committed to governance excellence and to being accountable and transparent for its decisions and activities.

The handbook contains details on the following:

  • Governance and Internal Control
  • Scheme of Delegation
  • Code of Professional Conduct
  • Whistleblowing Policy
  • Anti-Fraud Policy
  • Risk Management Policy

This Handbook for staff describes a range of our policies around records management and data protection.  The following policies are included:

  • Records Management policy
  • Business Classification Scheme
  • File Management Guidance
  • Retention and Disposal policy
  • Information Sharing policy
  • Records Management and Security Guidance
  • Clear Desk and Screen policy
  • Protective Marking System
  • Complying with Information Legislation
  • Data Protection policy and procedure
  • Data Protection Impact Assessments
  • Protocol for Data Security Incidents
Information Governance Handbook

Good records management is essential for the Scottish Biometrics Commissioner to function effectively.  Records management is the systematic control of our records throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements and community expectations.  Effective management of corporate information allows fast, accurate and reliable access to records, ensuring the timely destruction of redundant information and the identification and protection of vital and historically important records.

The Public Records (Scotland) Act 2011 places an obligation on named public authorities to prepare and implement a records management plan which sets out proper arrangements for the management of their records.  

Systematic management of records allows organisations to:

  • know what records they have and locate them easily
  • increase efficiency and effectiveness
  • make savings in administration costs, both is staff time and storage
  • support decision making
  • be accountable
  • achieve business objectives and targets
  • provide continuity in the event of a disaster
  • meet legislative and regulatory requirements, particularly as laid down by the Freedom of Information (Scotland) Act and the Data Protection Act
  • protect the interests of employees, clients and stakeholders

(The above information has been sourced from National Records of Scotland)

Please find our first Records Management Plan which was submitted July 2023.  The Keeper's assessment report can be found here.

Further to this, we engaged with the Progress Update Review process which we submitted at the end of 2024. Their letter of response can be found here and our final report from NRS can be found here and on their website.

This document sets out a roadmap listing the different records to be maintained by the Scottish Biometrics Commissioner.

File Plan

This Handbook for staff contains all our finance-related policies.  The following policies are included:

  • Budgetary control and financial planning policy
  • Budgetary control and financial planning procedure
  • Finance processing procedures
Finance Policies

Our Communications & Engagement Strategy outlines our plans for the next two years. This strategy compliments our Strategic Plan, our Scheme of Governance, our Business Plans and our Publication Scheme.   

One of the aims of the strategy is to widen our reach and impact, by approaching our networks and identifying those niche and hard to reach audiences, many of whom are already in contact with our partners. 

Communications & Engagement Strategy 

The aim of our Medium-Term Financial Strategy (MTFS) is to pull together in one place all known factors affecting the financial position and financial sustainability of our organisation over the medium term. The MTFS balances the financial implications of objectives and policies against constraints in resources and provides the basis for decision making. The MTFS is a living document that forms the basis of fiscal strategy for public bodies. The process of producing and updating the Medium-Term Financial Strategy can be as important as the document itself, in giving a focus to the future implications of policy decisions and discussion of priorities and external influences. Accordingly, we will update our MTFS on an annual basis.

The Scottish Biometrics Commissioner (SBC) have prepared this Medium-Term Financial Strategy. It covers the five-year period from fiscal years 2023/24 to 2028/29 to coincide with the remaining term of appointment for the current Commissioner. As such, it will straddle the period of two Strategic Plans. Firstly the Commissioners current four year Strategic Plan covering the period from 01 November 2021 to 30October 2025, and most of the period of the subsequent 4-year Strategic Plan which will cover the period from 01 November 2025 to 30 October 2029, by which time the current Commissioner will have concluded his term of appointment.

Medium-Term Financial Strategy 2023/24 - 2028/29

The Scottish Biometrics Commissioner places a high value on quality media coverage and engagement. The purpose of this document is to set out our media policy and to provide guidance for staff on how to deal with approaches from the media as well as using the media to gain positive coverage for the work of our organisation. Guidance on social media is also provided.

 Media Management Policy

After the end of each financial year (1 April - 31 March), the Scottish Biometrics Commissioner must publish statements for that year on:

  • expenditure on public relations, overseas travel, hospitality and entertainment and external consultancy
  • details of any individual payments made that are over £25,000

View statements of expenditure and current contracts:

The purpose of this guide is to:

  • allow the public to see what information is and is not available in relation to each class
  • state what charges may be applied
  • explain how to find the information easily
  • provide contact details for enquiries and to get help with accessing the information
  • explain how to request information we hold that has not been published
Publication Scheme