When to provide the Herbert Protocol form to the police
The Herbert Protocol is an initiative designed to speed up the process of finding vulnerable adults, particularly those with dementia, who go missing. The form contains essential personal details, medical information, and significant locations that can help the police focus their search. However, it's a common misconception that the completed form should be sent to the police for safekeeping. The form is not stored on police records until an incident occurs.
The most important rule is to only provide the form to the police at the exact point that the individual is reported missing. Here’s the typical process:
- Fill out the form in advance: The form should be completed beforehand by a family member, carer, or the individual themselves. Include as much detail as possible, such as a recent photograph, daily routines, and important addresses.
- Store it securely: Keep the completed form in a safe, accessible place at home or within a care setting. You can keep a digital copy saved on a computer and/or a printed version.
- Report the person missing: If the person goes missing, immediately contact the police by calling 999. Inform the call handler that you have a completed Herbert Protocol profile available.
- Submit the form: The police will then instruct you on how to provide the form. If you have a digital copy, they will advise where to email it. If you have a paper copy, have it ready for the attending police officer.
Where to securely store the Herbert Protocol form
Proper storage of the form is vital to ensure that this critical information can be accessed quickly in an emergency. The key is to balance security with ease of access, ensuring the form can be retrieved at any time, day or night.
Digital storage options
Using a digital storage option can provide the fastest access for emergency services and allows for easy updates. Several organisations provide platforms for this purpose:
- MedicAlert: The charity MedicAlert offers a free service for secure digital storage of the Herbert Protocol form, accessible to UK emergency services 24/7. This is a nationally supported option that provides peace of mind through a robust and direct channel to the police.
- Police force portals: Some local police forces, such as West Yorkshire Police, offer their own online portals (like Safe and Found Online) for storing the protocol. This allows police to access the information directly once a person is reported missing.
Paper copy storage
Keeping a paper copy is a reliable alternative, particularly if online access is not an option. Multiple copies are recommended for backup and ease of access.
- Secure location at home: Store the form in a clearly marked envelope or folder. It's advisable to inform other family members, trusted neighbours, or close friends where this document is located.
- Care home or professional care settings: Care providers must store the form securely in compliance with data protection laws. Ensure the form's location is known to all relevant staff.
Digital vs. paper submission: A comparison
| Feature | Digital Submission (e.g., MedicAlert) | Paper Submission (via attending officer) |
|---|---|---|
| Speed of Access | Police can access the secure database in seconds upon being notified. | Dependent on the arrival time of an attending officer to collect the document. |
| Convenience | Can be completed and updated online at any time. | Requires manual updating and physically distributing copies. |
| Accessibility | Accessible remotely by multiple designated parties if needed, and by police 24/7. | Access is limited to those with physical possession of the form. |
| Security | Stored in secure, encrypted databases with strict access controls. | Vulnerable to loss, damage, or unauthorised access if not stored properly. |
| Update Frequency | Easy to update online whenever there is a change in circumstances, such as new medication or routine. | Requires reprinting and redistributing new copies to all relevant parties. |
| Emergency Notification | Police are immediately aware of the form's existence if stored online with partners like MedicAlert. | Requires the person reporting the missing individual to explicitly mention the protocol during the 999 call. |
What to do if the person goes missing
If you discover the person is missing, follow these steps to ensure a rapid police response:
- Conduct a preliminary search: Check the immediate area, including the house, garden, and outbuildings, in case the person is close by.
- Call 999 immediately: If the person cannot be located, contact the police. Do not wait. The sooner the police are involved, the better.
- Inform the call taker: Crucially, inform the 999 call handler that you have a Herbert Protocol form ready.
- Provide the form: If using an online service like MedicAlert, the police will access it from their system. If you have a paper or local digital copy, the police will tell you the best way to get it to them, either by giving it to the attending officer or emailing it.
Conclusion
The Herbert Protocol form is a proactive tool designed to streamline a search for a missing vulnerable person. The form should be completed and stored securely in advance by a carer or family member, not sent to the police until it is needed. For the fastest and most reliable access, using a national digital storage service like MedicAlert is recommended, as it allows emergency services to access the information instantly. Alternatively, keeping an updated paper or digital copy in a safe, known location at home is a suitable option to provide to the attending police officer. Regular reviews of the information are essential to ensure its accuracy.
