Use of IOMS

Introduction

IOMS is the primary storage system for offender information. IOMS is available in every CPPS office and throughout the Department of Corrections, as well as in most courts.

This topic notes general information regarding the use of IOMS.

Input responsibility

Data is entered into IOMS via the Ministry of Justice (MoJ) (Courts) administrative staff at sentencing, and is then transferred to IOMS via a link (interface) between the MoJ (Courts) system (CMS) and the Departmental system (IOMS).

MoJ (Courts) staff are responsible for checking the information that comes across this interface, to ensure that the information being transmitted is accurate.

CPPS administrative support staff are responsible for maintaining and modifying data thereafter. If CPPS staff identify inaccuracies with information that comes from CMS, they should contact MoJ (Courts) administrative staff and ask for the information to be corrected.

All CPPS staff are responsible for ensuring that IOMS records are accurate and complete, and for taking action to address inaccuracies. Any data issues should be directed to the IOMS help desk.

Maintenance responsibility

Supervising probation officers to whom offenders are assigned are responsible for maintaining all IOMS information regarding the offender.

It is possible that an offender may have more than one supervising probation officer. In this situation, each probation officer must ensure that:

• IOMS information is kept up to date, and
• other supervising staff are notified of critical information.

Types of records

The main types of records that are held in IOMS are described below:

Use of IOMS

The following diagram shows a general description of the IOMS process.

IOMS data required by others

The majority of the information required for provision to courts and the NZPB will be available through the IOMS system.