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Handling access to information requests
Simple or straightforward requests
Simple or straightfoward access to information
requests should be dealt with as a matter of course in the office or department
where they are received. Although, technically, all requests for information,
of whatever type, constitute access to information requests under the
terms of the Freedom of Information Act 2000, it should not be necessary
to change the procedures currently in place for dealing with routine enquiries.
All members of staff should note, however, that
the Act requires all public bodies to respond to access to information
requests (whether they are formally identified as such or not) within
20 working days of receipt. This means that it is not advisable
to delay responding to what appears to be a simple request since it may,
on closer inspection, require further research or collaboration with a
number of other departments which may take some considerable time.
Complicated requests
A request should generally be regarded as complicated
if it is one which is not part of the normal work of the office or department
where it is received. It may involve one or more of the following:
- An explicit reference to the Act or to freedom of information generally
- Information about a living person
- Information which may be commercially sensitive or which relates to
the University's financial interests
- Information about the University environment (e.g. buildings, grounds,
waste management etc.)
- Information which has been given in confidence
- Information relating to health and safety issues
- Consultation with an external body or third party (e.g. contractors,
research funding bodies etc.)
- Information which you do not hold
- Information the provision of which is likely to require considerable
staff time and departmental resources, therefore necessitating the charging
of fees
- Information held in several different departments or sections of the
University
- Requests that are vexatious or may be part of an orchestrated campaign
If you receive an access to information request which
you feel might be complicated or complex or particularly time-consuming
please refer it to the Freedom of Information Co-ordinator immediately.
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