AIC Record Preservation Policies

Summary

The requester sought policies regarding record preservation and deletion authority for Airport Identity Card (AIC) applications, specifically concerning disputes and legal proceedings. The Department of Infrastructure partially disclosed the 'Pass Office Programme' document (Version 7.0) but redacted specific sections citing Section 25 exemptions.

Key Facts

• The response includes the 'Pass Office Programme' document, Version 7.0, issued in April 2025.
• The document has a default review period of 1 year and a retention period of 5 years.
• Multiple sections of the provided document were redacted under Section 25 of the Freedom of Information Act.
• The document is authored and owned by Kelly Quirk, Head of Passenger Operations.
• The request specifically targeted governance around sponsor deletion of AIC applications and litigation holds.

Data Disclosed

• 31-Jan-2020
• 10/APR/2025
• 10/APR/2026
• 5 Years
• 1 Year
• V7.0
• IOMA/SEC/003
• 48 pages
• 2 documents

Exemptions Cited

• Section 25

Original Request

I write to request recorded information held by the Department of Infrastructure (including Isle of Man Airport) under the Freedom of Information Act 2015 (Isle of Man). This request concerns record preservation safeguards applicable to Airport Identity Card (AIC) decision-making. Please provide the following recorded information held at the date of this request (including archived records and system-level governance records where applicable). For the avoidance of doubt, this request includes any such recorded information that is currently operative, has been superseded, withdrawn, replaced, or amended, provided it is held by the Department at the date of this request, including any version history, amendment logs, or change control records. 1. Any recorded policy, procedure, guidance or standard operating instruction governing preservation of records relating to AIC applications where: 1.1 a dispute, complaint, or appeal is raised; 1.2 employment consequences are foreseeable; or 1.3 legal proceedings, regulatory complaints, tribunal claims, or judicial review are reasonably contemplated or foreseeable; and 1.4 any retention schedule, retention period, or deletion policy applicable to AIC application records and associated audit logs. 2. Any litigation hold, dispute-preservation, document retention suspension, or equivalent policy applicable to: 2.1 the Airport ID Centre; 2.2 AIC decision-making processes; or 2.3 ID Digital Gateway records held on the Department's behalf or within systems relied upon by the Airport. 3. Any recorded instruction, protocol, or system rule governing whether sponsor deletion of an AIC application overrides, is subject to, or must comply with preservation requirements in circumstances where a dispute, complaint, appeal, or proceedings are reasonably contemplated or foreseeable. 4. Any recorded policy, instruction, technical specification, or system governance document setting out: 4.1 who holds authority to delete an AIC application within the Gateway system; 4.2 whether deletion is automatic or manually authorised; 4.3 whether deletion is suspended where a dispute, complaint, appeal, or proceedings are reasonably contemplated or foreseeable; 4.4 whether the Airport retains any independent audit log, metadata, or system event record following sponsor deletion of an application. If no recorded policy, procedure, instruction, or governance framework exists in respect of any of the above matters, please confirm this explicitly. If any part of the requested information is considered exempt, please identify the specific exemption relied upon and provide partial disclosure where reasonably practicable. If the cost of compliance exceeds the appropriate limit, please advise and provide assistance to refine the request.

Data Tables (8)

Full Response Text

Pass Office Programme
Effective 31-Jan-2020

Pass Office Programme

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V7.0 Issued April 2025
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Version 7 Issued April 2025

Publication Authorisation

Publication Authorisation

Name Position Date Signature Kelly Quirk Head of Passenger Operations
Jan-2020

Document Issue Document # IOMA/SEC/003 Document Title Pass Office Programme
Version # 7 Date of Issue 10/APR/2025 Default Review Period 1 Year Next Review Due 10/APR/2026 Retention Period 5 Years Security Status N/A

Revision History

Version Date Author’s Name & Job Title Remarks Version 1.0 31-Jan-2020

Head of Terminal Operations First Publication Version 2.0 02-Jun-2020

Head of Terminal Operations Airport Gateway update Version3.0 30-Apr-2021

Head of Terminal Operations Annual Review and insert info on APHIDS Published by
- Security Department
Isle of Man Airport

Department of Infrastructure

Isle of Man Government

Publication Author

Kelly Quirk Head of Passenger Operations Publication Owner - Kelly Quirk Head of Passenger Operations
Owner Contact - kelly.quirk@gov.im Section 25 Section 25 Section 25 Section 25 Pass Office Programme

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Version4.0 17-May-2021

Head of Terminal Operations
Remove draft/ update Annex G Version 5.0 20-May 2022

Airport Standards Manager
Removal and update of new requirements
Version 5.1 06-Jun-2022

Airport Standards Manager Updated Annex E Version 5.2 31-Mar-2023 Kelly Quirk Security Compliance Officer
Full review
Version 6 10-04-2024 Kelly Quirk Head of Passenger Operations Addition of Tax office form as reference
V7 10/04/2025 Kelly Quirk Head of Passenger Operations
Full review

Section 25 Section 25 Section 25 Pass Office Programme

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Contents Introduction ................................................................................................. 5 Glossary of Terms ........................................................................................ 6 Abbreviations ............................................................................................... 7 1.0 Application to join the IoMA Pass Scheme ................................. 8 1.1 Application Checks ...................................................................... 8 1.2 The Role of the Nominated Officer .............................................. 9 1.3
Authorised Signatories .............................................................. 10 2.0 Pass Applications ....................................................................... 11 2.1 Pass Applications ....................................................................... 12 2.1.1 Candidate Suitability ................................................................. 12 2.2
Verification Checks .................................................................... 12 2.2.1 Identity ...................................................................................... 13 2.2.2 Criminal Record Check (CRC) .................................................... 13 2.2.3 Counter Terrorism Check (CTC) ................................................. 13 2.2.4 5-year background check .......................................................... 13 2.2.5 Operational Need ....................................................................... 14 3.0 Holding a security interview ...................................................... 14 3.1 Checking the applicant’s identity ............................................... 15 3.2 Verification of five-year history ................................................. 15 3.3 Referencing procedures ............................................................. 16 3.3.1 Establishing the credibility of the referee .................................. 16 3.4 What is the purpose of an employment reference? ................... 19 4.0 Criminal Record Check ............................................................... 19 4.1 UK Criminal Record Certificate (CRC) ........................................ 20 4.2 Verification of an applicant’s criminal history ........................... 20 4.3 Overseas Criminal Record Certificate (CRC) .............................. 20 4.3.1 Overseas Criminal Record Certificate Validity ........................... 21 4.4 Certificate of Disregard ............................................................. 21 4.4.1 What is a Certificate of Disregard? ............................................ 21 4.4.2 Certificate of Disregard Appeal .................................................. 22 5.0 Verification of an applicant’s airside pass-holding history ........ 22 6.0 Operational need for airside access ........................................... 22 Pass Office Programme

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7.0 Submission of Application ......................................................... 23 7.1 Action on finding anomalies ...................................................... 24 8.0 Pass Issue .................................................................................. 24 9.0 Record keeping for audit purposes ............................................ 24 9.1 IoMA Auditing ............................................................................ 24 10.0
Security Awareness ................................................................... 26 11.0 Expired/Parked Passes .............................................................. 26 11.2 Notification of Absence ............................................................. 27 11.3
Withdrawal or cancellation of Airside Pass ................................ 27 11.4 Lost or stolen passes ................................................................. 29 11.5 Removal of an airside pass for non-security purposes .............. 29 11.6
Reissue of airside pass .............................................................. 30 11.7 Renewing an airside pass .......................................................... 30 11.8
Holding of Multiple Passes ......................................................... 30 13.0
Temporary Passes and Visitor Passes ........................................ 31 13.1 Employment Temporary Passes ................................................. 31 13.1.1 Criteria for Employment Temporary Pass Issue ........................ 31 13.2 Visitor Temporary Pass .............................................................. 32 14.0 Sharps Pass ............................................................................... 32 15.0 CP/SRA Vehicle Permits ............................................................ 32 15.1 Obtaining a full Vehicle CP Permit ............................................. 32 15.2 Temporary Vehicle CP/SRA Permit ............................................ 33 Annex A Fees and Charges ....................................................................... 34 Annex B Submission Requirements to ID/Airport Gateway .................... 35 Annex C Security Interview ..................................................................... 36 Annex D Employment Reference .............................................................. 37 Annex D Gap Reference ........................................................................... 38 Annex D Student Reference ..................................................................... 40 Annex E Security Briefing for Airside Pass Holders ................................. 41 Annex F Notification of Absence Form..................................................... 42

Pass Office Programme

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Introduction

The Isle of Man Airport (IoMA) requires all organisations wishing to conduct business on the premises to join the Airside Pass Scheme (APS). In line with the requirements of the NASP any organisation wishing to perform Ground Handling at the IoMA will need to obtain authorisation from the Airport Director (AD) before operations can commence. The authorisation requires specific detailing in relation to adherence to operational safety, environment, and security policies and standards.

Pass Office Programme

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Glossary of Terms

Airside Pass Scheme The arrangements to ensure the robust issue and management of airside passes that give the holder the right to unescorted access to the CP/SRA of an airport.

Airside Pass The airport identification card that must be issued by the IoMA under the requirements of the National Aviation Security Programme (NASP) to provide unescorted access to the CPRSA of the airport. In this context, an airside pass does not include a pass that may be issued to allow entry to parts of the airside area but not to the CP/SRA itself.

Applicant A person who is employed, or is going to be employed, to work inside the CP/SRA of an airport and must therefore undergo a background check in order to meet the requirements for an airside pass.

Authorised Signatory The person appointed by an organisation’s Nominated Officer to process and sponsor airside pass applications on behalf of the organisation. An important aspect of the role is to assess an applicant’s suitability for an airside pass including completion of a satisfactory background check.

Certificate of Disregard A certificate received from the governing body for a disqualifying conviction that is unspent but the Authorised Signatory still wishes to apply for an airside pass.

IoMA The operator who is responsible for the administration of the airport’s Airside Pass Scheme including the issue of airside passes to persons assessed as suitable for having unescorted access to the critical part of the security restricted area (CP/SRA) of an airport.

Nominated Officer/User The senior person appointed by an organisation having the responsibility for ensuring that the organisation meets its obligations under the airport pass scheme terms and conditions and oversees the work of the Authorised Signatory.

Organisation/ Sponsor Any organisation or enterprise engaged, or contracted to engage, in any operation inside the CP/SRA of an airport. This includes agencies undertaking statutory activities at the airport. The organisation must be a member of the airport pass scheme in order to apply for, and obtain, airside passes for its employees.

Residency This is where a person lives for a period. It may be a different place from the person’s domicile or main residence (where they are registered to vote and where they pay taxes).

Pass Office Programme

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Abbreviations

AD Airport Director
APS Airport Pass Scheme AS Authorised Signatory CAA Civil Aviation Administration CRC Criminal Record Check CTC Counter Terrorism Check HoPO Head of Passenger Operations
DfT Department for Transport GSAT General Security Awareness Training IoMCAA Isle of Man Civil Aviation Administration IoMA Isle of Man Airport NASP National Aviation Security Programme NO Nominated Officer SCD Single Consolidated Direction
UK United Kingdom

Pass Office Programme

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1.0 Application to join the IoMA Pass Scheme

All applications for membership should be supported by a written justification of the organisation’s business and operational need and is required to supply either:

• A copy of a contract for the provision of services with the Airport Operator or another company operating at the Airport – or • Evidence that the organisation is undertaking a statutory function at the Airport.

Before IoMA makes a decision to allow membership, we may conduct financial and other checks on the organisation applying to join the Airside Pass Scheme. These checks aim to establish that the organisation has a legitimate ongoing business concern with a genuine reason for needing to apply for airside passes giving unescorted access to security-restricted areas.

Organisations must commit to abide by the Airside Pass Scheme conditions. The IoMA will also require the organisation to provide details of a Nominated Officer (NO) and Authorised Signatories (AS).

Fees and Charges can be found in Annex A.

1.1 Application Checks

The IoMA will be satisfied all information is correct before an authorisation is given for an organisation to join the Airside Pass Scheme.

The IoMA will aim to verify: • The information supplied corresponds with the company’s website • Check for evidence that the company exists in rea

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