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Request
Q1. Please let me know if any meetings were held by the force, relating to grooming gangs in 1999, 2000, 2001, 2002, 2008, 2009, 2010, 2011 and 2012.
If so, please share any minutes or documents that were produced from said meetings.
Extent and Result of Searches to Locate Information
To locate the information relevant to your request searches were conducted within North Yorkshire Police.
Decision
Under Section 5 of the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004, requests can be aggregated where (a) the two or more requests by one person relate, to any extent, to the same or similar information, and (b) those requests received by the public authority within any period of sixty consecutive working days.
As such, your requests made on 6 January, 0894.2024-25, 0895.2024-25, 0896.2024-25, 0897.2024-25, 0898.2024-25, 0899.2024-25 and 0900.2024-25, have been aggregated into one response.
I am not obliged to provide you with a response to your request pursuant to Section 12(1) of the Freedom of Information Act 2000 (the Act). Please note that when one part of your request falls under Section 12, we are not obliged to review the rest of the questions and the whole request is therefore exempt.
Section 12(1) applies to your request as the cost of complying with your request is above the amount to which we are legally required to respond i.e. the cost of identifying and retrieving any relevant information exceeds the ‘appropriate level’ as stated in the Freedom of Information (Appropriate Limit and Fees) Regulations 2004.
Due to the nature of our recording systems the information requested, if held, is not in an easily retrievable format. Our information retrieval process generally relies on a computer ran report which captures any information recorded upon the surface of a record or within specified fields. Where relevant information is held deeper in the record, or outside of a specified field, a manual assessment is required to retrieve that information.
As information is not held separately, in order to retrieve the requested information, it would be necessary to request that all staff/officers across the force manaully review all meeting minutes from the years requested to see which, if any, are relevant to your request. This manual process would exceed the time limit allowed under the Act.
Pursuant to Section 17(5) of the Freedom of Information Act this letter acts as a Refusal Notice.
Pursuant to Section 16 of the Act I am required to offer you advice and assistance with regarding to refining your request to within the ‘appropriate limit’ (time/cost limit). However, due to the information provided above I am unable to suggest how you may refine your request and still receive the information within the cost threshold. If you wish to discuss this please do not hesitate to contact me.
Please note that systems used for recording information are not generic, nor are the procedures used locally in capturing the data. It should be noted therefore that this force’s response to your questions should not be used for comparison purposes with any other responses you may receive.