Census 2011: Archiving of Documentation

Information about the publication of Ministerial Decisions

A formal published “Ministerial Decision” is required as a record of the decision of a Minister (or an Assistant Minister where they have delegated authority) as they exercise their responsibilities and powers.

Ministers are elected by the States Assembly and have legal responsibilities and powers as “corporation sole” under the States of Jersey Law 2005 by virtue of their office and in their areas of responsibility, including entering into agreements, and under any legislation conferring on them powers.

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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
providing a record of decisions and actions that will be available for examination by States Members, and Panels and Committees of the States Assembly; the public, organisations, and the media; and as a historical record and point of reference for the conduct of public affairs

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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While there is a presumption toward publication to support of transparency and accountability, detailed information may not be published if, for example, it would constitute a breach of data protection, or disclosure would prejudice commercial interest.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 8 November 2013:

Decision Reference: MD-C-2013-0130
Decision Summary Title :	Census archiving arrangements		Date of Decision Summary:	8th November 2013
Decision Summary Author:	Chief Statistician		Decision Summary: Public or Exempt? (State clauses from Code of Practice booklet)	Public
Type of Report: Oral or Written?	Written		Person Giving Oral Report:	Chief Statistician
Written Report Title :	Jersey Census 2011: Archiving arrangements		Date of Written Report:	8th November 2013
Written Report Author:	Chief Statistician		Written Report : Public or Exempt? (State clauses from Code of Practice booklet)	Public
Subject: Arrangements for secure archiving of 2011 census documentation
Decision(s): The Chief Minister approved; the format of a confidentiality declaration for use by the Jersey Archivist and associated employees to ensure continued confidentiality of electronic census records on their transfer to archived storage; the confidential shredding of paper census returns.
Reason(s) for Decision: The Jersey Archivist has agreed to manage storage of the 2011 census documentation in electronic form in a confidential manner for the period for which the records are closed to public access (100 years from 27 March 2011, as approved by the Records Advisory Panel under Article 28.3 of the Public Records (Jersey) Law 2002). Article 9 of the Public Records (Jersey) Law 2002 directs that the archivist must take the oath of office, which requires the archivist not to disclose information that comes into his or her knowledge in the course of his or her duties, unless the Public Records Law allows such disclosure. To ensure all employees at the Jersey Archives are also bound to maintain confidentiality of the census records, they will be required to sign the attached approved format confidentiality declaration on their appointment at the Jersey Archives. Article 14.3 of the Census Regulations (Jersey) 2010: “The Principal Census Officer shall only authorize a census officer for the purposes of paragraph 2 if the census officer has signed a declaration, in a form approved by the Chief Minister, acknowledging the duties impose by these Regulations and the consequences of a contravention of them.”
Resource Implications: There are no manpower or financial implications arising from this decision
Action required: Chief Statistician to transfer electronic census records to Jersey Archives and arrange confidential shredding of paper questionnaires.
Signature:		Position: Chief Minister
Date Signed:		Date of Decision (If different from Date Signed):