A Staff Survival Guide Alan Cameron Records Management Consultant

Providing Expertise in Planning & Implementing Information Systems Key Requirements Any request received in written form (inc. ) is subject to the FOI Act The requester does not have to mention the Act or even know about it All requests must be answered within 20 working days The Act is fully retrospective The Information must be provided if you have it unless in 1 of 23 exempt categories

Providing Expertise in Planning & Implementing Information Systems The right to Information The requester must be told whether or not you have the information they are looking for You must communicate the information if you hold it You may ask for further information in order to identify the information asked for You have the duty to assist the requester and provide advice

Providing Expertise in Planning & Implementing Information Systems Who is likely to ask? Irish Answers

Providing Expertise in Planning & Implementing Information Systems The Information Requester Must give name and address Must attempt to describe the information requested Can state a preference for the form in which they wish to receive the information  In permanent form e.g.letter  By inspection on the premises  In the form of a digest or summary

Providing Expertise in Planning & Implementing Information Systems Institutions:What should be in place A College FOI/DP Officer  Institutional policy  Organisational Structure  Publication Scheme review  Staff training and awareness  Managing Requests, complaints and Appeals  Records Management

Providing Expertise in Planning & Implementing Information Systems Three-Level Responsibility Overall Responsibility for Policy and Organisation- the Institution Responsibility accepted at the School and Departmental level Responsibilities of all members of staff (need for awareness raising and training)

Providing Expertise in Planning & Implementing Information Systems Lets be realistic Time has passed for theories and grand plans Focus on what is really achievable by January 1 st 2005  Better to achieve small steps than plan giant strides What should we then be looking to do during 2005

Providing Expertise in Planning & Implementing Information Systems What cannot be done….by January Implement new technology Recruit new staff Implement new policies from scratch Achieve the projected cultural change Persuade every member of staff that it is their business Be fully compliant with the FOI Act and Environmental Information Regulations Even an unlimited budget won’t help Can’t be spent in time………..

Providing Expertise in Planning & Implementing Information Systems What can be done? 1.Brief senior management 2.Start to raise the level of basic awareness for all staff 3.Begin training of divisional/school/departmental champions (almost certainly the administrator) 4.Identify and address potential ‘hotspots’  Immediate response (firefighting)  Longer term strategy

Providing Expertise in Planning & Implementing Information Systems Raising Awareness 3 Points to consider  Audience  Message  Medium

Providing Expertise in Planning & Implementing Information Systems Audience Everyone, but…… One size does not fit all How can we group our audience?  Managers  Access Providers ( PR, alumni, receptionists, librarians, web editors)  Administrators  Academics  Support Staff

Providing Expertise in Planning & Implementing Information Systems Potential Messages Go to jail, go directly to jail Loss of competitive edge Embarrassment factor Opportunity to improve public image and public relations Opportunity to solve a number of related issues Increased efficiency The advantages of proper records management Opportunit7y to explain the work you do Access to information will actually make life easier Know your own rights under FOI

Providing Expertise in Planning & Implementing Information Systems Potential Media Intranet All staff from the VC Staff Magazine Posters Leaflets Staff training events minute slot? Some external speakers?

Providing Expertise in Planning & Implementing Information Systems Training Cannot be left to the Records Manager or IT guru  Create a records aware organisation Stress advantages to user  Once in place and embedded in people’s minds it does become second nature. Make it appropriate to level of staff

Providing Expertise in Planning & Implementing Information Systems Individual Response to Requests Answer any or letter with the FOI Act in Mind Remember anybody can be asked any question Decide whether to answer it yourself or forward it to the FOI Officer If in Doubt ask for help or clarification from your line manager FOI legislation does not supercede Data Protection

Providing Expertise in Planning & Implementing Information Systems Creating Information You must bear in mind the possibility of future public access to all your files. Avoid Jokes or comments which could be misunderstood or cause embarrassment on general release Of all the information you create>0.05% will ever be needed. The problem is that you do not know which bit Documents should be drafted in such a way that exempt information e.g. personal data can be edited out before release

Providing Expertise in Planning & Implementing Information Systems Managing Your Information All information you create is an institutional resource. Use agreed file naming and structuring conventions, and add sufficient metadat to make it easy for you and others to find the information quickly Only keep the information you really need. Review files and eliminate superceded drafts Adhere to legally defined retention periods. Ensure confidential information is disposed of appropriately (shredded in the case of paper)

Providing Expertise in Planning & Implementing Information Systems Hotspots Where they are likely to be Frontline access providers  Press and Public Relations Contentious areas  Estates management  HR during re-organisation  Anything involving animals or Health and Safety Key information creators  Minute takers for Key Committees

Providing Expertise in Planning & Implementing Information Systems Fire-Fighting: Five Point Plan 1.Speak to them asap 2.Establish basic principle Enquiries= stop. think, do something 3.Two Available Options  It is routine, answer it as normal  If in doubt seek advice 4.Establish a simple chain of command 5.Establish Basic Procedures

Providing Expertise in Planning & Implementing Information Systems Any Questions?