Ministerial Accountability Board: progress report - December 2025

6. Theme: Information Sharing

Recommendation 7 (Katie & William FAI): Put in place a system to ensure that all written information and documentation available to a court at time of remanding a young person is passed to SPS with that young person on admission.

RAG Ratings:

June - Amber-Green

September - Amber-Red

December - Amber-Red

Progress:

• Complete:
  • Working group established including representatives from criminal justice, health, social work and third-sector agencies.
• Ongoing:
  • Ongoing consideration of the best way to ensure timely and secure transfer of information between courts and prisons, while complying with legal requirements.
  • Initial scoping exercise completed to identify areas for improvement. Draft report under review by stakeholders which will inform next steps.

Recommendation 8 (Katie & William FAI): Introduce a secure electronic portal for suicide risk information to be shared and accessible by prison staff.

RAG Ratings:

June - Amber-Green

September - Amber-Green

December - Amber-Red

Progress:

• Complete:
  • Communication has been issued to social work, medical staff and third sector organisations so they know how to raise a concern directly to prison staff.
  • Systems are in place in HMP & YOI Polmont which alert the first line manager or nightshift manager to this information.
• Ongoing:
  • The ‘Bail and Release from Custody (Scotland) Act 2023’ and the ‘Prisoners (Early Release) (Scotland) Act 2025’ require significant updates and testing to SPS IT systems throughout 2025.
  • Scoping and engagement work is therefore expected to commence in 2026 which will inform next steps.

Recommendation 11 (Katie & William FAI): Review guidance and training for information sharing between SPS and FVHB relating to suicide risk.

RAG Ratings:

June - Amber-Green

September - Amber-Green

December - Amber-Green

Progress:

• Complete:
  • Information Sharing Agreement and Memorandum of Understanding between SPS and NHS has been revised to ensure a continued commitment to sharing information nationally.
  • Information sharing and professional boundaries training included in all staff inductions.
• Ongoing:
  • Final sign-off of Information Sharing Agreement and Memorandum of Understanding. Approval expected by the end of November 2025.
  • Work ongoing to strengthen training in this area and align with broader commitments including SPS’ overhaul of ‘Talk to Me’ and the Scottish Government’s ‘whole system approach’ framework.

Recommendation 12 (Katie & William FAI): FVHB should implement a system for sharing and acting on mental health referral information.

RAG Ratings:

June - Blue

September - Blue

December - Blue

Progress:

• Complete:
  • System review completed and all referral forms are now sent directly to admitting prisons for young people (HMP & YOIs Polmont and Stirling) and triaged daily by a band 6 Registered Mental Health Nurse.
  • Standard Operating Procedure well established and shared with all staff.
  • Where indicated, prisoners will be seen within 24 hours and full assessment undertaken which will include a documented risk assessment/care plan.

Recommendation 13 (Katie & William FAI): FVHB should provide further training to prison staff on accurate record keeping and the 'VISION' system.

RAG Ratings:

June - Blue

September - Blue

December - Blue

Progress:

• Complete:
  • The VISION system and information sharing is covered in staff inductions and delivered via one-to-one sessions with new staff.
  • Mandatory information governance training is completed annually by all staff.
  • Documentation has been strengthened in line with ‘Nursing and Midwifery Council’ record keeping standards.
  • Regular audits are undertaken.
  • Redesign of staffing resources undertaken to create additional senior posts.
  • Care assurance visits occur quarterly which includes evidencing the quality and standard of documentation.