London’s global university
SLMS Information Governance
Steering Group
Terms of Reference
1. Document information
Document name
Author
Issue date
Approved by
Next review
SLMS-IG01 SLMS Information Governance Steering Group Terms of
Reference
Trevor Peacock
02/08/2013
Chair of SLMS IGSG
Three years
2. Document history
Version
0.1
0.2
0.3
0.4
1.0
1.1
2.0
2.1
2.2
3.0
3.1
Date
04/12/2012
14/12/2012
28/02/2013
26/6/2013
02/08/2013
15/04/2014
06/05/2014
27/11/2014
05/12/2014
11/12/2014
24/02/2015
SLMS IG Steering Group ToR V2.2
Summary of change
First draft for discussion
Incorporated comments from John Duncan
Incorporating feedback from Bridget Kenyon and general update
Revised membership following meeting with Prof Hart
Approved by Chair of SLMS IGSG
Added elements to support ISMS & changed font T. Peacock
Approved by Chair of SLMS IGSG
Audit actions incorporated
Incorporated feedback from Bridget Kenyon and Kim Kingan
Approved by Chair of SLMS IGSG
Membership list updated
Page 1 of 4
1.0
Objective
1.1
The SLMS Information Governance Steering Group is a standing committee
accountable to the SLMS Senior Executive Group (SEG). Its objective is to
support and drive the broader information governance agenda, ensure effective
management of information risk and provide the SEG with the assurance that
best practice mechanisms for information governance are in place within the
SLMS.
2.0
Composition
2.1
Membership
The members of this group shall be appointed and reviewed annually by the
SEG. The members comprise the Senior Information Risk Owner (SIRO), UCL
Data Protection Officer, UCL Head of Information Security, IT for SLMS
Information Governance Lead, representative senior researchers and
representatives from other appropriate business areas. The draft membership
list can be found in appendix 1.
2.2
3.0
The chair
The Information Governance Lead and SIRO will chair the group.
Meetings
3.1
Frequency
This group will meet at least once per term to fulfil its remit and to provide
reports to the SEG as a regular SEG agenda item. Reports are taken to the
SEG by the chair.
3.2
Agenda and papers
The agenda comprises reports or briefings from each of the IG areas, updates
on progress with work programmes, and policy, process and procedure
reviews.
Standing agenda items include:
• Status of actions from previous management reviews
• Review of risk assessment and risk treatment plan
• Non-conformities and corrective actions
• Monitoring and evaluation of progress
• Review of audit results
• Fulfilment of information security objectives
• AoB
3.3
Actions/decisions
Decisions will be reached by consensus or a majority vote if agreement cannot
be reached. In the event of a tie the chair will have the casting vote.
Actions/decisions will be noted from the meeting and circulated to members for
approval/action before the next IG Steering Group. Information governance
related policies and procedures will be approved by the Steering Group.
3.4
Other
In order to fulfil its remit, the IG Steering Group may obtain any professional
advice it requires and invite, if necessary, external experts and relevant staff
representatives to attend meetings. A meeting will be deemed to be quorate
when at least three members identified in Appendix 1, or their nominated
deputies are present.
SLMS IG Steering Group ToR V3.0
Page 2 of 4
4.0
Remit
Key responsibilities of the Information Governance Steering Group:
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
4.12
4.13
4.14
To ensure that an appropriate comprehensive Information Governance
Framework and systems are in place throughout the organisation in line with
national standards, gained through feedback from interested parties.
To provide assurances to SEG of the management and accountability
arrangements for information governance within SLMS.
To develop an IG Policy and associated IG implementation strategy and/or
maintain the currency of the policy.
To prepare for the annual Information Security Management System (ISMS)
audit
To prepare the annual information governance assessment for sign-off by the
SEG.
To develop and monitor the information governance work programme.
To ensure that the SLMS-approved approach to information handling is
communicated to all SLMS staff and made available to the public.
To coordinate the activities of staff with data protection, confidentiality, security,
information quality, records management and freedom of information
responsibilities.
To offer support, advice and guidance to the SLMS information technology and
communication services and data protection programme.
To monitor SLMS information handling activities to ensure compliance with law,
policy and guidance.
To ensure that new SLMS processes introduced which include confidentiality
and data protection requirements comply with information governance and
related policies.
To ensure that training made available is taken up by staff as necessary to
support their role.
To ensure effective management and continual improvement of SLMS
information risk.
To provide a focal point for the resolution and/or discussion of SLMS
information governance issues and information risks.
5.0
Management and accountability
The SEG membership includes the SIRO and chair of the IG steering group. These
representatives will report back to the SEG on any of the IG Steering Group’s progress
and agenda items which may need SEG level approval. The Vice Provost (Health) has
overall accountability for ensuring that SLMS operates in accordance with the law with
the support of his/her subordinates.
6.0
Authority
The Steering Group is authorised by the SEG to investigate any activity within its
Terms of Reference. It is authorised to seek any information it requires from any
employee and all employees are directed to co-operate with any request made by the
group. The group is also authorised to assess opportunities for continual improvement
and implement any activity which is in line with the Terms of Reference, as part of the
IG work programme, which shall be agreed by the SEG.
7.0
Performance of the Steering Group
The Steering Group shall review its own performance, effectiveness and Terms of
Reference on an annual basis through the metrics detailed in SLMS-IG03 Information
Governance Policy. The Steering Group shall receive quarterly reports on the IG
Framework performance and progress.
SLMS IG Steering Group ToR V3.0
Page 3 of 4
Appendix 1 – IG Steering Group Membership
Name
Title
Management / co-ordination / expertise
Graham Hart
Dean, Faculty of Population Health Sciences (SIRO)
Trevor Peacock
Information Governance Lead – IT for SLMS, UCL
(Secretary)
Anthony Peacock
Service Owner – IT for SLMS Information Governance
services
Bridget Kenyon
Head of Information Security – ISD, UCL
Alex Daybank
Data Protection Officer - UCL
Michael Abtar
UCLH Information Governance Lead
Diran Solanke
Head of UCL Research Contracts
Lindsay Shure
Head of Information Services, MRC Clinical Trials Unit, UCL
TBC
Joint Biomedical Research Unit
TBC
Tech/delivery representative from Jill Dando Institute
Academic representation
Professor John Duncan
Faculty of Brain Sciences, copied in on minutes, does not
attend
Dr Richard Gilson
Faculty of Population Health Sciences - Identifiable Data
Handling User Group Chair
Kim Kingan
Information Governance Lead, UCL Partners
Harry Hemingway
Farr Institute academic representative
Nick Luscombe
Faculty of Life Sciences academic representative
TBC
Faculty of Medical Sciences (poss Cancer Institute)
TBC
Academic rep – SHS
SLMS IG Steering Group ToR V3.0
Page 4 of 4