What?

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The key word in your post Johnmelad is 'they'. I suspect that the department that deals with these circulations are nothing to do with the Met or the Prison Service. It is most likely a private company paid piecework, (By the item). they don't care about associated data - name, photo and ref number is all they need.

A good example is that all the IT helplines in various Law Enforcement agencies in London are run by Capita!
 
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