IM NETWORK MEETING 20 TH JULY, 2010 Disclosure Logs

Objects of the Law (s.4) - TAP To reinforce and give further effect to certain fundamental principles underlying the system of constitutional democracy, (a) transparency (b) accountability and (c) public participation in national decision- making, by granting to the public a general right of access to records held by public authorities

What are Disclosure Logs? A list of FOI requests an authority has received and decisions made relating to these requests Required by s. 21 FOI (General) Regulations Must not contain personal information Advises whether access to the info requested was granted or denied Information about requests the authority has already received Lists types of requests received

Advises which requests have been received by an authority and whether access to that information has been granted Gives applicants an idea of the types of information they can access Saves IM’s time and work as more than one applicant may want the same information and may be able to access the info on-line Why are Disclosure Logs important?

Purpose of a Disclosure Log To make individual releases of information available to the widest possible public audience To make individual releases of information available to the widest possible public audience Provide a user-friendly source of info Provide a user-friendly source of info Allows for info released to be accompanied by supporting info, explaining issues (i.e. public interest) in greater depths Allows for info released to be accompanied by supporting info, explaining issues (i.e. public interest) in greater depths Giving the public a greater understanding of the info an authority holds, thus enabling the public to make better informed FOI requests Giving the public a greater understanding of the info an authority holds, thus enabling the public to make better informed FOI requests Easy, instant, user-friendly access will benefit both the public and authorities!

Considerations for publishing information Make sure the info you are about to put in your Scheme does not contain exempted / excluded info (i.e. personal information) Make sure the info you are about to put in your Scheme does not contain exempted / excluded info (i.e. personal information) Was the info received from a 3 rd party? If so, are you authorized to publish the info? I.e. is it subject to Copyright? Was the info received from a 3 rd party? If so, are you authorized to publish the info? I.e. is it subject to Copyright? Has the applicant received a copy of the information prior to publication (where requested)? Has the applicant received a copy of the information prior to publication (where requested)? Have you received more than 1 request for the same info? Then it can be considered of general interest to the public Have you received more than 1 request for the same info? Then it can be considered of general interest to the public

Why update your Disclosure Log regularly? Make significant information available without waiting for someone to specifically request it Make significant information available without waiting for someone to specifically request it Reduce the number of FOI requests Reduce the number of FOI requests Raise awareness of an authority’s work Raise awareness of an authority’s work Demonstrate accountability and transparency Demonstrate accountability and transparency Generate revenue – charge for copies / reports prepared by the authority Generate revenue – charge for copies / reports prepared by the authority Document the information used to make decisions; improve records management; standardizes decision-making processes Document the information used to make decisions; improve records management; standardizes decision-making processes

What to put in your Disclosure Log? 1. Have you determined what is of public interest within your authority? i.e. do the majority of the FOI requests ask for the same topic of information 2. Have you made information on decision-making processes available? i.e. decision letters are explanatory and posted in your disclosure log 3. Are you making new information available? i.e. new “hot topics” about your authority 4. Is the disclosure log available to the public other than on your website? i.e. printed version at your reception / front desk

Thank you. Any questions?

FOI Law review What should be changed? What should be changed? What should remain the same? What should remain the same? What should be added? What should be added? How can we make it more efficient and effective while ensuring compliance with the objects of the FOI Law? How can we make it more efficient and effective while ensuring compliance with the objects of the FOI Law?