JADE: The Freedom of information Tracking System Cayman Islands Government Freedom of Information Unit / Computer Services Department

Topics to Cover Reasons for Using JADE Receiving a Request Splitting/Transferring a Request Closing a Request Reporting Logging Internal Reviews and Appeals Common Issues Computer Services vs FOI Unit

Reasons for Using JADE Required by the Law Provides Quality Assurance Provides efficient Customer Service Helps manage timelines Provides Instant Reporting

Receiving a Request Input request as soon as possible upon receipt Enter as much data as possible Ensure data entry is accurate ex. Contact Information Request Description Receipt Date

Splitting/Transferring a Request Reasons for Splitting a Request Multiple Requests received as one. Authority doesn’t hold all of the data requested in one request and a portion may need to be transferred Reasons for Transferring a Request Request submitted to incorrect Authority. Authority doesn’t hold ANY records and the request has not been sent to potential receiving Authority by Applicant as yet. (Communicate with other FOI Managers)

Closing a Request Upon making a decision ensure to record Outcome Document Location Once Outcome and Document Location have been recorded CLOSE the Request If a decision has been made to defer the Request and applicant appeals Request, CLOSE Request and open as Internal Review / Information Commissioner Appeal

Reporting in JADE Reports are only as accurate as the data you input into the system JADE provides the following reports New Requests Closed Requests Request outcome Disclosures Fees Point in Time Days to Complete

New Requests

Printing Report with “Print” Button

Print report with “Export to Excel” feature

Print report with “Print” feature

Reporting in JADE Reports are only as accurate as the data you input into the system JADE provides the following reports New Requests Closed Requests Request outcome Disclosures Fees Point in Time Days to Complete

Internal Reviews and Appeals Create Internal Review/Appeal

Input Correspondence

Appeal Description

Select Appellant

Confirmation

Print Letter

Print

Letter to Client

Common Issues Ensuring request are updated at all times Inputting accurate data especially Outcomes Transferring to other departments before even researching within own department Some Managers are not even using JADE Remember using JADE is a part of the law.

Computer Services vs FOI Unit Assistance Computer Services JADE Unavailable Errors logging into JADE Errors in Application Assistance with Navigation FOI Unit Provide assistance with the FOI Law. Provide assistance with decisions/outcomes.

Future Assistance Developing online training simulation Reporting will be improved as the system progresses Forum for FOI Users