Instances for update
The following instances are those that typically require updates to the core information held in IOMS. Casenotes are to be updated for every contact with/action related to the offender.
Reference: Volume 2, Part I, Chapter 2, Section 2C, IOMS Casenotes.
Changed details
Updates are required if there are changes, such as:
- changes to any of the offender's personal details
- an application being made, or
- the offender:
- appeals the sentence
- appeals the conviction
- is charged with breach of the sentence, or
- transfers to another office.
Completion details
Updates are required if the sentence is:
- cancelled because of a subsequent sentence
- quashed
- discharged early, or
- completed (for any reason other than normal completion).
Maintaining the offender record
The IOMS offender record is added or updated in instances such as the following:
- when the court order is received, and
- if any of the offender's personal details change.
Maintaining the sentence record
The IOMS sentence record is added or updated in instances such as the following:
- the court order is received
- the offender appeals the sentence or conviction
- the offender transfers to another office, or
- the sentence is terminated as follows:
- cancelled because of a subsequent sentence
- discharged early,
- quashed, or
- terminated (for any reason other than normal termination).
Maintaining the staff record
The IOMS staff record is added or updated in instances such as the following:
- a staff member is allocated to the offender's case
- the allocated staff member is changed (for any reason), or
- the staff member relocates to a new team or location.
Maintaining agency records
IOMS agency records are added or updated in instances such as the following:
- a new agency is accepted for providing a new programme or service
- agency details change, or
- use of an agency is discontinued.
Maintaining programme records
IOMS programme records are added or updated in instances such as the following:
- a new programme or service is adopted
- details of a programme change, or
- a programme is discontinued.
Muster list
IOMS provides the CPPS service manager in each office with a muster list of all persons currently subject to sentences in that office.
Administrative staff roles In relation to sentences with invalid data or modifications, administrative staff must take the necessary action to reconcile exceptions reports with resources such as:
- court orders
- release licences
- IOMS, and
- current/terminated files.
