Impact of Freedom of Information

1

• Impact of Freedom of Information
• Simon Haston
• Senior Consultant
• e-Government Division
• City of Edinburgh Council

2
Introduction

• Overview of Freedom of Information
• Edinburghs preparations
• What happened?
• What was the impact?
• How did we cope?
• What is the future?
• Summary

3
What is Freedom of Information?

• It gives a general right of access to all types
  of recorded information held by public
  authorities
• FOI in brief
• Authorities have to organise and explain what
  they publish routinely
• The public have a right to request information
• The right covers all recorded information
• Fully retrospective
• Foreign requests are valid
• There is no exemption for embarrassment
• Authorities have 20 working days to respond

4
Right of Access

• Information held at the date of the request.
• Recorded in any medium.
• Of any age.
• No requirement to mention the Act.
• No requirement to say why.
• Duty to be helpful.
• Information to be provided
• Within 20 days
• In applicants preferred format
• At no charge (generally).

5
Qualifications

• Request to be in writing or recordable form.
• Further information can be requested.
• Excessive cost of compliance.
• Vexatious or repeated requests.
• Exempt information.
• Information not held.

6
Anticipated Problems

• No need to mention Act - confusion
• Requests could come in from anywhere
• Silo mentality
• Requests may be for 2 departments
• Inconsistent handling of requests
• Could not track requests
• Finding right information would be difficult

7
Requirements

• Provide applicants with access
• Need to capture/track requests centrally
• Provide workflow and corporate access
• Provide management information
• Identify roles responsibilities
• Provide a practical guidance
• Need good records management

8
Life Cycle
2 Log
1 Capture
3 Assess
?? Applicant
4 Locate
6 Respond
5 Re-Assess
9
Solution Overview
??? _at_
Contact Centre
Tracking System
Departments
Divisions
Divisions
10
Access

• Front page of Internet
• Dedicated phone line
• Online forms
• Front desk forms
• Central address

11
Tracking Solution

• Automated reference number
• All details logged to central database
• Allocation to departments/divisions
• Integrated with email system
• Escalation and jeopardy notices
• Status reporting/letter production
• Outcome identification
• Management information

12
Roles

• Council FOI officer
• Legal officer
• Review panel
• Departmental/Divisional RFI officers
• System administration
• Contact centre operatives
• Heads of Division

13
Number of Requests
Total number of RFIs logged on CRM By September
2005 1087
How many litter bins have been provided
specifically for dog mess in the parks
14
Request Profile at end Sept

• 1109 received
• 1010 closed
• 99 open
• 8 Data protection
• 22 Environmental
• 69 Freedom of Information
• 80 electronic requests

I request a copy of records of all parking
tickets, including ticket numbers, date and time
of issue, location of offending vehicle etc.,
issued in the range EH83082160 to EU83082190
issued on 22 December 2004 by Parking Attendant
619.
15
Trends
38 drop in requests since January
I would like to see any information that has
ever been held on me by any organisation please.
16
Subject Area/Applicants

• Subject
• Financial
• Databases
• Human resources
• Correspondence
• Applicants
• 50 public
• 50 private sector/media

I would like to see any information that has
ever been held on me by any organisation please.
17
Resource Impact

• One off costs of 200,000 for system
• Approx. 400,000 of staff time spent p.a.
• Resources diverted from core functions

I would like to receive details about my
criminal record if I have one, my exact date of
birth..
18
Cultural Impact

• Keep everything
• Destroy everything
• Check the exemptions
• It does not matter
• I can not find that
• Just give them that
• YET.FOI seen as an opportunity and catalyst

19
Summary

• Crucial factors
• requires a cultural shift
• relates to access to information
• relies on good records management

20
Cultural Shift

• Lose the fear factor
• Lose the silo mentality
• Ensure executive support
• What we do is on behalf of public
• Greater accountability
• Better decision making
• Re-engineer processes

21
Access to information

• Where is it?
• Who owns it?
• Is it the right version
• Can we share this information?
• Use of the internet - self service
• Email management
• Server rationalisaton
• Removal of duplication

22
Records Management a good idea only make sure
you make a copy of everything before you get rid
of it Sam Goldwyn .(on throwing away old
files)
23
Project Timescales - Long Term
FOI
PHASE 1

• RM Policies
• RM expertise
• Full record audit
• Retention/disposal policy
• Record classification scheme
• Email policy
• File Plan
• Thesaurus
• Security
• Compliance monitoring

Record Weeding Programme
Pilot
Storage or Disposal
Communication Strategy
PHASE 2
RM Tracking System
PHASE 3
Basic ERM
2005
2006
24
Summary

• Highest number of requests in Scotland
• Resource intensive
• Cultural challenge
• Drive for positive change
• Move to self service
• Crucial factors
• Cultural change
• Access to information
• Records Management