Verification Process
Once the Chief Executive of the organisation has made his or her commitment, we will carry out a verification to satisfy ourselves that the administrative processes to support the commitment are in place and being followed.
The process starts with briefings where we aim to find out more about the public body and they can find out more about IFTS. Supporting documentation for the commitment is requested and reviewed before the verification takes place.
We then visit the public sector body and carry out activities onsite to satisfy itself that the organisation can meet its commitment. This includes:
- interviews with staff; and,
- a review of licensing files.
We also carry out offsite activities:
- a review of the public sector body's website; and
- a review of standard licence terms and conditions.
We follow a standard methodology with set criteria for assessing the organisation. Our findings are then presented in a report to the Chief Executive. At this stage we will decide whether to accredit an applicant to the scheme. This report describes areas of the business where compliance is adequate or high, and also recommended improvements.
If the commitment cannot be verified because of significant shortfalls in the organisation's processes or policies, the public sector body will not be accredited. The body will be advised to work through the recommendations and to reapply for accreditation.
If the body is a Crown body, the Controller of HMSO will consider whether the body should be allowed to continue to license Crown copyright information. She may decide that HMSO Licensing should facilitate that licensing instead, or she may decide it is in the interests of customers to agree a plan with the Chief Executive to improve the Crown body's administrative arrangements.
Re-verification of IFTS members take places every few years to ensure that standards continue to be met. If it is no longer possible to accredit the IFTS member, then their accreditation will be withdrawn and the body will be advised to work through the recommendations and to reapply for accreditation.
