Vulnerable Persons Registers Overview

The Vulnerable Persons Registers operate at a local level to securely track vulnerable individuals, and provide a searchable database for Police during emergencies.

Funded Agencies manage the vulnerable client records, while Councils coordinate the registers, allowing Police to access the register in a self-serve way in times of need. Although each register is local, agencies may span across multiple municipalities, so the VPRs offer agencies a single portal to manage their clients across across multiple boundaries.

The Vulnerable Persons Registers

The system provides:

Distributed management of vulnerable person records by Funded Agencies.
Workflow rules to ensure data is kept current.
High security and full auditing of user activity.
Oversight and coordination at the local level by local governments.
Self-serve access by Police to the register in times of need.
Integration into council Crisisworks systems.
Geographic tracking and querying, and the ability to interoperate with other geographic systems.

Client Verification

Clients require reverification from time to time in order to ensure the data is kept accurate.

The system will tell agency users when clients require reverification, by setting the status of the client record to Revalidate, and by sending an email to the Agency Coordinators.
When this occurs, the agency must update the record with current data and then Verify the client record.
This process will typically be required twice a year, but the agency may elect to do it more frequently.

If an agency does not verify the client within 30 days of the record being flagged, the record will lapse into an Unverified state and the VPR Coordinator will be notified.

ClientClient Status Transitions Status Transitions

Notes:

It is important to keep client records in a verified state as much as possible.
Once a client is removed, it is archived and cannot be reinstated.
The Police will see all clients except those that are removed. The unverified status will indicate to them that the client record may not be accurate.

Primary and Secondary Agencies

A client will often have a relationship with multiple agencies at once, so in order to prevent duplication, the system provides a way for agencies to share a pre-existing client record. When multiple agencies share a single client, one agency will take the role of the Primary Agency, and the other agencies will become Secondary Agencies.

Although all agencies have an equal responsibility to assess the client and obtain a signed privacy consent form, the Primary Agency is the only agency that can input the client's Emergency Considerations. Additionally, the client's overall verification status is dependant on the Primary Agency's verification.

When an agency enters a new client, a duplicate check is performed and a list of possible duplicate records will be presented to the agency user. If the client is listed, then the agency will link to that existing record and become a Secondary Agency. If no duplicates exist, the agency will be the client's Primary Agency.
It is possible for agencies to change the primary agency.
Secondary Agencies can unlink their agency from the client without removing the client from the register.
Primary Agencies can both unlink their agency from the client, and remove the client permanently from the register.
If a Primary Agency unlinks their agency from a client, the system will select and promote a Secondary Agency into the role of Primary Agency. If no other agencies exist, the client is referred to the VPR Coordinator for review.

For more information, agency users should consult the For Agencies section of the manual.

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