Access to Information

Policy on access to information not contained in the Publication Scheme

Introduction

From 1 January 2005, in addition to accessing standard information via the Publication Scheme, a person may make a request for specific information which has not already been made available in the Publication Scheme. This must be dealt with in accordance with the provisions of the Freedom of Information Act 2000.

Requests for information

Requests for information :-

• Must be made in writing (including e-mail)
• Must include the name and address of the applicant
• Must attempt to describe the information requested
• Can state a preference for the form in which the information is to be received, such as, in written form, by inspection on the premises, in the form of a digest or summary.

Dealing with requests

All requests received should be sent to the Director of Human Resources and Projects who will ensure that the information is provided in accordance with the provisions of the Freedom of Information Act as follows:-

• Respond to the request within 20 working days
• Provide the information in the form requested, where reasonably practicable
• Advise the applicant if we do not have the information requested or if the information falls within the exempt categories.
• Ask for further information, if necessary in order to identify the information asked for.
• Assist the requester and provide advice as necessary.

Fee policy

Requesters will be charged a fee, to cover the costs associated with supplying the information. This will be determined in accordance with the statutory fees regulations (currently being drafted)

On receipt of the application for information, a fees notice will be issued detailing the amount payable. Information will not be supplied until the fee is received.

Record keeping

Good record management procedures are necessary to respond to requests for information in compliance with the FOI Act. The college procedures will therefore be reviewed and revised and managers will be expected to adhere to these.

These will include separate procedures on Electronic Records management including E-mail.

The following is a general guide to good record management:-

• Bear in mind the possibility of future public access to all files. Avoid comments which could be misunderstood or cause embarrassment on general release.
• Documents should be drafted in such a way that exempt information eg. personal data can be edited out before release.
  Only keep the information that is really needed. Review files and eliminate superseded drafts.
• Adhere to legally defined retention periods.
• Ensure confidential information is disposed of appropriately (shredded in the case of paper)

Complaints

Applicants dissatisfied with the college's response to a request for information may raise the complaint through the college Compliments and Complaints procedure. If he/she is still dissatisfied with the college's response having exhausted the internal procedure, he/she has the right to complain to the Information Commissioner.