IM NETWORK IM NETWORK MEETINGMEETING

2020THTH JULY, 2010 JULY, 2010

Disclosure Logs Disclosure Logs

Objects of the Law (s.4) -Objects of the Law (s.4) -TAPTAP

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 Why are Disclosure Logs important?important?

Purpose of a Disclosure LogPurpose of a Disclosure Log To make individual releases of information available to the To make individual releases of information available to the

widest possible public audiencewidest possible public audience

Provide a user-friendly source of infoProvide a user-friendly source of info

Allows for info released to be accompanied by supporting Allows for info released to be accompanied by supporting info, explaining issues (i.e. public interest) in greater info, explaining issues (i.e. public interest) in greater depthsdepths

Giving the public a greater understanding of the info an Giving the public a greater understanding of the info an authority holds, thus enabling the public to make better authority holds, thus enabling the public to make better informed FOI requestsinformed FOI requests

Easy, instant, user-friendly access will benefit both the Easy, instant, user-friendly access will benefit both the public and authorities!public and authorities!

Considerations for publishing Considerations for publishing informationinformation

Make sure the info you are about to put in your Make sure the info you are about to put in your Scheme does not contain exempted / excluded info Scheme does not contain exempted / excluded info (i.e. personal information)(i.e. personal information)

Was the info received from a 3Was the info received from a 3rdrd party? If so, are party? If so, are you authorized to publish the info? I.e. is it subject you authorized to publish the info? I.e. is it subject to Copyright?to Copyright?

Has the applicant received a copy of the Has the applicant received a copy of the information prior to publication (where requested)?information prior to publication (where requested)?

Have you received more than 1 request for the Have you received more than 1 request for the same info? Then it can be considered of general same info? Then it can be considered of general interest to the publicinterest to the public

Why update your Disclosure Why update your Disclosure Log regularly?Log regularly?

Make significant information available Make significant information available without waiting for someone to specifically without waiting for someone to specifically request it request it

Reduce the number of FOI requestsReduce the number of FOI requests Raise awareness of an authority’s workRaise awareness of an authority’s work Demonstrate accountability and transparency Demonstrate accountability and transparency

Generate revenue – charge for copies / Generate revenue – charge for copies /

reports prepared by the authorityreports prepared by the authority Document the information used to make Document the information used to make

decisions; improve records management; decisions; improve records management; standardizes decision-making processesstandardizes decision-making processes

What to put in your Disclosure What to put in your Disclosure Log?Log?

1.1. Have you determined what is of public Have you determined what is of public interest within your authority? i.e. do the interest within your authority? i.e. do the majority of the FOI requests ask for the majority of the FOI requests ask for the same topic of informationsame topic of information

2.2. Have you made information on decision-Have you made information on decision-making processes available? i.e. decision making processes available? i.e. decision letters are explanatory and posted in your letters are explanatory and posted in your disclosure logdisclosure log

3.3. Are you making new information available? Are you making new information available? i.e. new “hot topics” about your authorityi.e. new “hot topics” about your authority

4.4. Is the disclosure log available to the public Is the disclosure log available to the public other than on your website? i.e. printed other than on your website? i.e. printed version at your reception / front desk version at your reception / front desk

Thank you.Thank you.

Any questions?Any questions?

FOI Law reviewFOI 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 How can we make it more efficient and effective while ensuring and effective while ensuring compliance with the objects of the compliance with the objects of the FOI Law?FOI Law?