Freedom of Information- E-publication schemes, Internal Procedures & Disability Guidelines Brief to Information Managers 19 November 2008

Format E-publication schemes E-publication schemes What’s needed What’s needed Progress to date Progress to date Internal FOI Procedures Internal FOI Procedures What’s needed What’s needed How to do it How to do it Disability Guidelines Disability Guidelines Handout Handout What they contain What they contain

E-publication schemes The arrangements CSD is developing/enhancing set-format websites for e-publication schemes: CSD is developing/enhancing set-format websites for e-publication schemes: Agencies currently with no website – will get a new website at no cost to them, built to a set format. Agencies currently with no website – will get a new website at no cost to them, built to a set format. Further development can be done later, but at a cost. Further development can be done later, but at a cost. Agencies currently with a website built by CSD – standard FOI pages will be added, at no cost. Agencies currently with a website built by CSD – standard FOI pages will be added, at no cost. Agencies that have built their own website (or a 3 rd party has) - do the changes and upload themselves. Agencies that have built their own website (or a 3 rd party has) - do the changes and upload themselves. What’s needed on websites – the content contained in the e-publication scheme guidelines (& template). What’s needed on websites – the content contained in the e-publication scheme guidelines (& template). Submission of e-publication scheme content by agencies is behind schedule & is affecting workload. Submission of e-publication scheme content by agencies is behind schedule & is affecting workload. Please submit your content soonest. Please submit your content soonest.

E-publication schemes Guidance & Template Guidelines Guidelines Template Template GUIDANCE ON PREPARATION OF A FOI E- PUBLICATION SCHEME Published by FOI Unit Public Authority Functions of the organisation Chief Officer Subjects handled Governing legislation Address Telephone Fax Website Hours Committees & Boards Published information Permits granted or refused Annual report Budget allocation Complaints process Classes of Information FAQ Forms in use FOI Contacts Template for an e-publication scheme

E-publication schemes Getting FOI content on your website Step 1: Complete your e-pub scheme template (liaise with your Ministry GIS info officer) Step 2: Send to GIS content writer (Currently: Natasha Bodden – Usually: Susan GIS – Step 3: CSD website development team action (David Elms & Alistair Harper) LIAISON

Internal FOI procedures What’s needed Purpose of internal procedures: Purpose of internal procedures: To achieve consistent actions by all staff, given that requests can be received in various ways. To achieve consistent actions by all staff, given that requests can be received in various ways. Compliance with the legislation & timelines – helps to avoid Appeals. Compliance with the legislation & timelines – helps to avoid Appeals. Suggested Methodology: Suggested Methodology: Develop the procedures – template & advice are available. Contact the FOI Unit. Develop the procedures – template & advice are available. Contact the FOI Unit. Brief your staff, especially customer-facing staff. Brief your staff, especially customer-facing staff.

Internal FOI procedures Suggested format Introduction Introduction Short background on FOI Short background on FOI Identifying FOI requests Identifying FOI requests Part A: Receipt of a request Part A: Receipt of a request What the staff, RO and IM must do What the staff, RO and IM must do Part B: Processing the FOI request Part B: Processing the FOI request What the RO & IM must do What the RO & IM must do Part C: Review of the FOI decision Part C: Review of the FOI decision What the IM, Chief Officer (& Minister) must do What the IM, Chief Officer (& Minister) must do Appendix: Appendix: Table of tasks & responsibilities Table of tasks & responsibilities

Disability Guidelines Background Research (internationally & locally) indicates 10-20% of requesters could be disabled. Research (internationally & locally) indicates 10-20% of requesters could be disabled. Most likely disabilities: Most likely disabilities: Mental health issue Mental health issue Paralysis, through injury or illness Paralysis, through injury or illness Visual impairment (partial to full) Visual impairment (partial to full) Hearing impairment ( partial to full) Hearing impairment ( partial to full) Reading & writing disability. Reading & writing disability. The Guidelines address how to respond to requests by the disabled for information under the FOI Law. The Guidelines address how to respond to requests by the disabled for information under the FOI Law.

Disability Guidelines What they contain (1) Designate a staff member to deal with disabled people Designate a staff member to deal with disabled people Staff member’s role – to ensure disabled can exercise their rights Staff member’s role – to ensure disabled can exercise their rights The principle - the disabled are entitled to a level of service at least equivalent to that provided to other requesters. The principle - the disabled are entitled to a level of service at least equivalent to that provided to other requesters. Services provided for reading and writing disabled people: Services provided for reading and writing disabled people: Accepting oral requests - make a verbatim record Accepting oral requests - make a verbatim record Accepting requests – main issues are identity & security Accepting requests – main issues are identity & security Having records explained by the public authority, where requested Having records explained by the public authority, where requested Release of records via a 3 rd party – ensure disabled person agrees. Release of records via a 3 rd party – ensure disabled person agrees. Format of records. Consider: Format of records. Consider: Technical solutions Technical solutions Translation (e.g. Braille) Translation (e.g. Braille) Video, audio format & sub-titles Video, audio format & sub-titles Contact appropriate CIG agency for assistance – use IM network Contact appropriate CIG agency for assistance – use IM network Consider waiving of fees Consider waiving of fees

Disability Guidelines What they contain (2) Requests for personal information Requests for personal information Establishing identity of the requester Establishing identity of the requester Factors to consider regarding release Factors to consider regarding release Contain exempt material? Contain exempt material? Nature of the disability & what steps are needed Nature of the disability & what steps are needed Would release be harmful? Would release be harmful? Temporary incapacity of requester Temporary incapacity of requester Ability to understand the record. Ability to understand the record. Consent to release personal information to a 3 rd party. Authorisation process: Consent to release personal information to a 3 rd party. Authorisation process: Establish that it is informed consent Establish that it is informed consent Establish that the consent/authorisation is valid Establish that the consent/authorisation is valid

That concludes my presentation