FOI TRACKING SYSTEM TRAINING Computer Services Department Developed a FOI tracking system in consultation with the FOI unit. Phase one development is complete and training on the system commenced on October 28 th Currently work is still continuing on remote access capabilities, which will allow agencies without links to the Government network to access the JADE system remote. It is expected that this work will be completed in the coming weeks. Computer Services Department

FOI TRACKING SYSTEM TRAINING Since Training in the FOI tracking system (JADE) began on the 28 th of October Of the 188 estimated IM’s and Designated to be trained, 114 persons have been trained in the use of the system, 17 are registered, and 57 still need to register. 70 potential spaces are still available for persons wanting to be trained. The spaces are: November 20 th – 9 Spaces November 21 st – 9 Spaces November 26 th – 14 Spaces November 27 th – 14 Spaces November 28 th – 7 Spaces December 1 st -5 th – 17 spaces a day Please contact to book yourself and your designate on these last remaining courses. Computer Services Department

FOI S Computer Services Department has created special foi accounts for all government agencies as are listed in the 2008/2008 Telephone Book. The address follow the format where nnn is the three letter code of the agency, so for example, Computer Services FOI address is For agencies who do not use the central servers managed by CSD, it is recommended that you create a generic account on your own servers and CSD will forward any FOI s sent to gov.ky addresses onto your generic account. For example any s into would be forwarded onto Computer Services Department

FOI S For Public Authorities using the Government system, whenever an is received by a foi account. The Information manager and designate are automatically sent and notification. As indicated below: Computer Services Department

FOI S To respond to the sender, the IM or designate can user outlook to go to the FOI folder for their specific public authority Computer Services Department The Folder location is: Public Folders All Public Folders FOI FOI.nnn (FOI.CSD for example) From this mail folder, the IM and Designate can respond to or forward on any FOI s.

SPAM & FOI S Anti Spam filters are recognized as a likely obstacle to the receipt of valid FOI requests, as the anti-spam system may treat FOI s as spam and as such block it from being seen by the IM or designate. As a requirement from the FOI steering committee. Information Managers and Designates on the Government System will be given an opportunity to review all s blocked by the anti-spam filters as such: The Government servers are being configured to send IM’s and Designates a daily digest of suspected spam that were not delivered to the mail boxes. The IM’s and designates will then have the opportunity to request that specific messages (that look like legitimate FOI request be released) CSD recommends that public authorities with independent servers configure them similarly. Overview of Computer Services Department

PDF DOCUMENTS & REDACTION Computer Services Department CSD is currently reviewing the feature set of adobe products including add-on software specifically useful in the release of information in response to an FOI request. Adobe Acrobat PRO is recommended as the base level of software which has the ability to save documents as PDF and to securely redact information contained in the document as per the FOI regulations. Additionally CSD is reviewing tools named Redax and StampPdf from a company called appligent The FOI unit and CSD will seek to get volume discounts on the software packages once the final decisions are made

QUESTIONS? Computer Services Department Any Questions?