1. Compliance with the Freedom of Information Act 2000
James Newman (Legal Compliance Manager)

2. Archives & Corporate Records Services
Part of the Information Services & Systems Directorate
2 new teams created in the summer of 2003 consisting of:
Legal Compliance Manager – James Newman
Legal Compliance Assistant – Sandra Atabo
Records Manager – Clare Cowling
Records Assistant – Joshua McKim
Providing support to colleagues within all Schools and Departments of King’s College London

3. Archives & Corporate Records Services
Key areas of activity for the new Legal Compliance and Records Management teams:
Data Protection
Freedom of Information
Records Management
Communications systems
Intellectual Property Rights
E:Commerce
Information Security

4. Part 1 – Development of Publication Scheme

5. Pilot of JISC Model Scheme
May King’s invited by JISC to take part in pilot project to trial the draft Model Publication Scheme for HE institutions
May/June College wide information survey undertaken and the draft Model Scheme adapted to reflect the findings
June Members of the College community invited to participate in a consultation exercise on the adapted version of the Scheme (format, structure, content, etc.)
July Results of the project then submitted to JISC and several recommendations incorporated into the model
September 2003 – JISC Model Publication Scheme published

6. Adoption of Model Scheme
September Decision made that King’s would adopt the Model Publication Scheme produced by JISC
September/October 2003 – Model Scheme tailored by Legal Compliance Team to meet institutions requirements (input obtained from other colleagues as necessary)
November 2003 – Consultation exercise undertaken involving key stakeholders and their colleagues
December 2003 – Final amendments incorporated, Scheme submitted to College Council for formal approval and OIC notified of decision to adopt Model Scheme

7. Key Stakeholders Section 1 Governance College Secretary & Registrar
Financial Resources
Director of Resources
Section 3
Human Resources
Director of Personnel & Training
Section 4
Physical Resources
Section 5
Student Admin & Support
Academic Registrar
Section 6
Information Services
Director of Info Services & Systems
Section 7
Teaching & Learning
Section 8
Research & Development
Assistant Registrar
Section 9
External Relations
Director of External Relations

8. Part 2 – Implementation of Publication Scheme

9. Publicising the Scheme
November 2003/ongoing – Reference to the Scheme to be incorporated into Records Management/Information Compliance training sessions
January 2004/ongoing – Articles on the Publication Scheme (and Freedom of Information generally) appearing in College publications
February 2004 – Publication Scheme and supporting information will be made available on the King’s Website (the College Community will be ed a link to it and invited to view it)

10. Publicising the Scheme (2)
February 2004 – Publication Scheme produced in hard copy and distributed to main reception of each campus and College Central Enquiry Unit
February 2004 – Guidance notes and Q&A style information on the Scheme (including detailed information on permitted charges) made available to employees via the staff section of the College Website
February/ongoing 2004 – Short briefing sessions covering the purpose and application of the Scheme offered to ‘front-line’ staff involved in supplying published material to enquirers

11. Part 3 – Preparations for January 2005

12. Practical measures
Publicise the Publication Scheme, Records Disposition Schedule, Records Management Toolkit
Develop “enquiry flowcharts”
Enable FoI publication scheme on-line
Confirm editorial guidelines on lower tier schools and department sites
Establish public and inward-facing websites from Sept 2004
Continue and expand the current programme of staff training on information compliance and records management and guidance for staff on handling requests for access to published information.
Provide advice for potential enquirers both online and as a hard copy leaflet (to be distributed to main reception of each campus and College Central Enquiry Unit).

13. Practical measures (2) Undertake audits of records in all departments
Develop local records disposition schedules
Produce guidance notes and Q&A style information on the new right of access and how requests for access to information should be processed (to be made available to employees via dedicated FoI pages of the staff section of the College Website)
Develop the role of (and where necessary recruit) Compliance Co-ordinators in each academic and administrative department to encourage local ownership of information compliance and records management issues
Promote the availability of Legal Compliance and Records Management teams ‘helplines’ providing information and advice

14. Policy/procedural steps
Develop and implement a corporate Freedom of Information Policy
Clarify the approach to be adopted on the charging of fees for the provision of information in response to a Freedom of Information request (including VAT issues)
Formulate internal guidance on the application of the various exemptions provided by the Act (and how to apply the public interest test in this context)
Develop the internal appeal process for enquirers wishing to contest a decision not to release information to which they have requested access