Publication Schemes Natasha Bodden Freedom of Information Unit November, 2009

Publication Schemes Detailed information about your authority Detailed information about your authority E-Publication Scheme is PART of an authority’s complete Publication Scheme Entire Publication Scheme to be Gazetted by 5 th January 2010 Entire Publication Scheme to be Gazetted by 5 th January 2010 Requires more information about your authority – includes more detail than was required for your E- Publication Scheme Requires more information about your authority – includes more detail than was required for your E- Publication Scheme

Mandatory by Law (s.5 of the FOI Law) Mandatory by Law (s.5 of the FOI Law) Important to inform the public about your authority’s functions, role(s), purpose, etc. Important to inform the public about your authority’s functions, role(s), purpose, etc. Less questions to answer over the phone Less questions to answer over the phone Raises staff awareness Raises staff awareness Easy and efficient way to make information available to the general public Easy and efficient way to make information available to the general public Information Commissioner can order the publishing of certain info or categories of info (s. 44(2)(a) FOI Law) Information Commissioner can order the publishing of certain info or categories of info (s. 44(2)(a) FOI Law) Why have Publication Schemes?

Describes the types of info you normally publish / make routinely available Describes the types of info you normally publish / make routinely available Explain how the info can be accessed, if charges apply, etc. Explain how the info can be accessed, if charges apply, etc. Enables automatic disclosure of info – supports the objects of the FOI Law Enables automatic disclosure of info – supports the objects of the FOI Law Published info can: Published info can: Reduce risk of audit, litigation, negative Reduce risk of audit, litigation, negative publicity, bureaucratic costs, etc Improve public awareness of all an authority’s functions Improve public awareness of all an authority’s functions Improve internal communications, info-sharing, etc Improve internal communications, info-sharing, etc Why cont’d…

Publication Schemes An on-going process (not finished when An on-going process (not finished when submitted) - need to continuously add info such as minutes of meetings, training material, policies, procedures, etc Code of Practice on Publishing issued – Deputy Governor advised all Chief Officers and IM’s Code of Practice on Publishing issued – Deputy Governor advised all Chief Officers and IM’s READ – in full READ – in full DISCUSS – with senior officials within your authority DISCUSS – with senior officials within your authority COMPLETE – in detail and submit to the FOI Unit COMPLETE – in detail and submit to the FOI Unit E-Publication Schemes are only part of the full Publication Schemes E-Publication Schemes are only part of the full Publication Schemes Benefit of pro-active information disclosures alongside routine releases Benefit of pro-active information disclosures alongside routine releases

General Information A description of a public authority’s functions A description of a public authority’s functions A list of departments, agencies and units including: A list of departments, agencies and units including: Subjects handled, location of each, Subjects handled, location of each, opening hours of each Title, business address and contact details of Principle Officer / Chief Officer / HOD / CEO Title, business address and contact details of Principle Officer / Chief Officer / HOD / CEO Statement of records used by the authority in carrying out its functions / making decisions / etc. Statement of records used by the authority in carrying out its functions / making decisions / etc.

Organization and Functions All public authorities need to list: Laws, policies, procedures: govern their authority and outlines functions, powers, duties, etc. Laws, policies, procedures: govern their authority and outlines functions, powers, duties, etc. Staff Directory and contact details Staff Directory and contact details Organizational Chart Organizational Chart Statement of Boards, Councils, Committees, etc: which are part of the authority or advisory Statement of Boards, Councils, Committees, etc: which are part of the authority or advisory Details of above meetings, minutes, times/place: if open to the public Details of above meetings, minutes, times/place: if open to the public

What records are used by authorities? (see pgs 5&6 of the Code of Practice) All authorities should have, as an absolute minimum (additional to the Org. and Functs.): All authorities should have, as an absolute minimum (additional to the Org. and Functs.): Procedural / Guidance Manuals (even if they are old) Procedural / Guidance Manuals (even if they are old) Staff Policy (i.e. working hours, dress code, sick/vacation days, internet usage, etc) Staff Policy (i.e. working hours, dress code, sick/vacation days, internet usage, etc) Annual Reports / Budget Annual Reports / Budget File Plan / Categories of Information File Plan / Categories of Information Forms, Brochures, Pamphlets Forms, Brochures, Pamphlets FOI information, IM contact details, Disclosure Log FOI information, IM contact details, Disclosure Log

Review and Maintenance Should be reviewed regularly and records added as they are approved / circulated through your authority – add items regularly to avoid a mad scramble at the end of the year Should be reviewed regularly and records added as they are approved / circulated through your authority – add items regularly to avoid a mad scramble at the end of the year Updated Publication Scheme, listing all the records you have added, changes to staff, units, depts, etc are to be published in the Gazette every January and also published in the newspaper Updated Publication Scheme, listing all the records you have added, changes to staff, units, depts, etc are to be published in the Gazette every January and also published in the newspaper All staff are responsible for assisting the IM in maintaining the authority’s scheme All staff are responsible for assisting the IM in maintaining the authority’s scheme

Providing the Information Should be published on your website Should be published on your website Should have hard copies (bound) at your front desk / reception area / public area / customer service desks / etc. Should have hard copies (bound) at your front desk / reception area / public area / customer service desks / etc. All records should be available on your website (or instructions for obtaining copies / paying fees) All records should be available on your website (or instructions for obtaining copies / paying fees) Disseminate info via websites, printed material, notice boards, newspapers, public announcements, media broadcasts, inspections at offices, etc Disseminate info via websites, printed material, notice boards, newspapers, public announcements, media broadcasts, inspections at offices, etc **ALL sections of the Community should be able to access your scheme** **ALL sections of the Community should be able to access your scheme** All staff should be aware of the info in the All staff should be aware of the info in the scheme and asked to review / provide comments

Steps to publish a Publication Scheme 1. Collect relevant info / records / docs / manuals / policies / etc. from all persons, depts, units in your authority 2. Review all info collected to ensure all records can be published – speak with supervisors / HOD’s within your authority if you have questions 3. Complete the Model Publication Scheme IN FULL! If there are items you don’t know…ASK (your Chief Officer / Minister / HOD / CEO / Principle Officer / etc). This must be completed in full to ensure compliance with the FOI Law. 4. Submit the completed scheme to your Chief Officer / Principle Officer / HOD / CEO / etc for review and sign-off

Steps Cont’d…. 5. Submit your COMPLETED Publication Scheme (duly approved) to the FOI Unit for review on or before 4 th December, Failure to submit your authority’s scheme on this date may result in your authority being “named and shamed” in a Cabinet Report about authorities who are non-compliant with the FOI Law. 6. Make changes / edit / add info as suggested by the FOI Unit 7. FOI Unit will submit ONLY completed schemes to GIS for Gazetting on or before 5 th Jan Publish a hard copy for your front desk / reception area

Important… This is a requirement of the FOI Law – this is NOT to be ignored (as some authorities ignored the requirement for an E- Publication Scheme) This is a requirement of the FOI Law – this is NOT to be ignored (as some authorities ignored the requirement for an E- Publication Scheme) Failure to complete and Gazette a Publication Scheme will be a breach of the FOI Law and as such the IC has the power to enforce compliance in such ways as she sees fit under her vast powers granted by the FOI Law Failure to complete and Gazette a Publication Scheme will be a breach of the FOI Law and as such the IC has the power to enforce compliance in such ways as she sees fit under her vast powers granted by the FOI Law ASK for assistance if there are items you are unsure about – do not simply ignore them. ASK for assistance if there are items you are unsure about – do not simply ignore them. The FOI Unit is available to assist at all times! The FOI Unit is available to assist at all times!

What is an E-Publication Scheme? Information on a website about an authority’s: Functions and duties; Contact details; Staff members; Boards and Committees; Information held; Information that is already published or available for a fee; Disclosure logs; and FOI details (of course!)

PUBLISH!PUBLISH!PUBLISH!PUBLISH!

Thank you. Any questions?