Request 101004048392

I make this request under the Freedom of Information (Scotland) Act 2002.

Information requested

Telephony records
1. Whether the Council's telephone system (including desk handsets, Council-issued mobile telephones, and any softphone or Microsoft Teams calling facility) generated and retained call detail records — that is, records of numbers called, date, time and duration — for calls made or received by staff in July 2025.

2. If so, for each such system: the retention period applied to those records in July 2025, and whether records from July 2025 remain available today.

3. Whether call detail records for July 2025 are retrievable in response to a specific query about a call between two internal Council extensions or numbers.

Policy on recording telephone contact
4. A copy of any policy, procedure, practice note or staff guidance in force in July 2025 requiring or advising Council officers to make a written record of a telephone discussion held with Social Work Services concerning the welfare or safety of a member of the public.

5. A copy of the retention schedule or records management policy in force in July 2025 applicable to (a) records of telephone contact between Council services, and (b) records of contact in which an adult protection or safeguarding concern is raised or discussed.

6. A copy of any policy or guidance in force in July 2025 governing how a Council officer outside Social Work Services should escalate or refer a safeguarding concern to Social Work Services, and what record of that escalation must be created.

Case management systems
7. The name of the electronic case management system or systems used by Moray Council Social Work Services in July 2025 to record contacts, referrals and adult protection concerns.

8. Whether that system records a telephone contact received from another Council service as a discrete, dated and time-stamped record type.

9. Whether that system maintains an audit trail recording the date, time and author of the creation and subsequent amendment of each record, and whether that audit trail is retrievable.

10. Whether an entry can be created in that system retrospectively — that is, dated to a date earlier than the date of entry — and if so, whether the system distinguishes the record date from the entry date.

Records management framework
11. Whether records of telephone contact of the type described above fall within the Council's Records Management Plan under the Public Records (Scotland) Act 2011, and a copy of the relevant part of that Plan as in force in July 2025.