Prison and Probation Ombudsman

All contents within this guidance are to be treated as OFFICIAL and the link to the platform is not to be shared externally.

With regard to existing PPO investigations, investigators will make contact with prisons and seek to continue them – perhaps by obtaining documents or holding out telephone calls. The PPO understand that, at certain points, prisons may not be in a position to assist them due to the exceptional pressures arising from covid-19. If that is the case then Governors have the discretion to explain that to the investigator. If Governors are able to support investigations, at the time of the request or at a subsequent point, then they should endeavour to help as usual.

Meanwhile, prisons should continue to ensure that evidence and other items relating to deaths, or incidents which might lead to complaints, are preserved so that the PPO can access them when they are in a position to resume normal service. The standard list of items that the PPO request when they open an investigation into a death is included below – it is tailored according to each case, so they may not need everything in every case and they may add other case-specific items where relevant, but this may be a helpful guide for the things you should preserve. The items marked in red are those that the PPO think are most at risk of being destroyed, and therefore where special action may be needed to ensure they are preserved. With regard to incidents which might lead to complaints, the types of evidence most likely to need preserving might be CCTV or BWVC evidence.

Where possible, investigators would prefer to receive documentation electronically during the COVID-19 period due to increased home working and therefore a lack of secure storage facility for sensitive documents. Please contact your investigators to discuss a safe and practical process of sharing documents electronically where possible.

The PPO wrote to all prison Governors on the 6th May requesting information about current capacity for complaints handling. The letter is available below.