1. IMPS Information Management and Policy Services Information Services Directorate A briefing for all University staff November 2004 New Information Legislation Freedom or Protection?

2. IMPS Information Management and Policy Services Information Services Directorate Overview Passed 30 November 2000 Fully in force January 2005 Covers Public Authorities, including Universities Obligations: PS, RM & access to recorded information Enforcement: Information Commissioner, Information Tribunal, Courts Freedom of Information Act 2000

3. IMPS Information Management and Policy Services Information Services Directorate Data Protection Act 1998 Environmental Information Regulations 2004 Copyright, Designs & Patents Act 1988 Computer Misuse Act 1990 Human Rights Act 1998 Privacy & Electronic Communications Regulations 2003 (Some) Related Legislation

4. IMPS Information Management and Policy Services Information Services Directorate FOIA – Who? Wide definition of Public Authorities, including: Government departments Local government Police, health and public education Other public bodies Publicly owned companies Organisations designated by order (eg contractors)

5. IMPS Information Management and Policy Services Information Services Directorate To be told whether the information is held by the institution To receive the information, where possible in the format requested, for example as a copy or summary, or in paper or electronic format. An individual may also be able to inspect the records in person. FOIA – Rights (for all):

6. IMPS Information Management and Policy Services Information Services Directorate All information media – paper, electronic, audio, video... form – texts, emails, reports, lab notes... age – fully retrospective FOIA – What?

7. IMPS Information Management and Policy Services Information Services Directorate A Publication Scheme contains Information Classes Manner of Publication Fee approved by the Information Commissioner subject to on-going review FOIA Obligations - 1

8. IMPS Information Management and Policy Services Information Services Directorate FOIA Obligations - 2 Records Management Code of Practice Model Action Plan Policy Statement Record Retention Scheme

9. IMPS Information Management and Policy Services Information Services Directorate FOIA Obligations - 3 Requests for Information In force from January 2005 Must be written (but includes e-mail & fax) Must indicate identity and information sought Need not note FOIA, DPA or reason for request May request retrospective information May be subject to a fee Must be dealt with within 20 working days

10. IMPS Information Management and Policy Services Information Services Directorate FOIA Obligations - 4 Request Responses Cannot ask why information required Must assist applicant make valid request Must accept given id and contact information Must provide information OR Explain why specified exemption applies Must be dealt with within 20 working days

11. IMPS Information Management and Policy Services Information Services Directorate Exemptions - Absolute Information accessible to applicant by other means Information supplied by or relating to Government bodies dealing with (national) security matters Court records Parliamentary privilege Prejudice to effective conduct of public affairs Personal information Information provided in confidence Legal prohibitions on disclosure

12. IMPS Information Management and Policy Services Information Services Directorate Exemptions - subject to… Information intended for future publication Health and Safety Environmental information Personal information Legal professional privilege Commercial interests National security & Defence

13. IMPS Information Management and Policy Services Information Services Directorate Exemptions - subject to… International & UK Relations Economy Investigations & proceedings by public authorities Law enforcement Audit functions Prejudice to conduct of public affairs Communications with the Queen

14. IMPS Information Management and Policy Services Information Services Directorate Exemptions – sort of… Personal information change to DPA definition of data unstructured personal data and rights of access for data subject (limited) right of access for others

15. IMPS Information Management and Policy Services Information Services Directorate Exemptions – sort of… Environmental Information Regulations any environmental information progressive e-publication similar rights of access as FOIA some exemptions

16. IMPS Information Management and Policy Services Information Services Directorate FOIA Enforcement Information Commissioner approves (or rejects) publication schemes deals with complaints Information, Decision & Enforcement Notices Practice Recommendations

17. IMPS Information Management and Policy Services Information Services Directorate FOIA Offences to tamper with information or personal data subject to an access request Personal or institutional liability to ignore a Notice or Code of Practice not an offence but may be actioned as Contempt of Court

18. IMPS Information Management and Policy Services Information Services Directorate Who will ask, for what? Press Pressure groups Contractors/Suppliers Family genealogists ?

19. IMPS Information Management and Policy Services Information Services Directorate Our Response - the PS The University of Reading has: Adopted the Model Publication Scheme for HE Published February 2004 at www.reading.ac.uk/foia Includes as much (already) published information as possible Aim to publish via the web as far as possible Charge for hardcopy material, wherever reasonable

20. IMPS Information Management and Policy Services Information Services Directorate Our Response - RM Records Management A policy statement in progress In the context of Information Strategy Information Audit under way Record Retention Scheme in development Advice will be made available Projects will emerge

21. IMPS Information Management and Policy Services Information Services Directorate Our Response - Enquiries IMPS Office is set up to handle: Information request referrals Queries Publication Scheme maintenance and review DPA census and similar activities Co-ordination and networking - within and beyond Reading Associated staff development and awareness training

22. IMPS Information Management and Policy Services Information Services Directorate Our Response - You You need to be aware of: Creating records (e-mail, lab notes, reports.... ) Keeping records – are they needed? Why? Receiving information requests: Routine? Service as usual Not? Refer! Seeking information

23. IMPS Information Management and Policy Services Information Services Directorate Our Response – Referrals Information requests referred to IMPS will be: Logged (in case of repeats &/or complaints) Checked re DPA or EIR Considered for exempt material Processed Chased Delivered in consultation with relevant parties

24. IMPS Information Management and Policy Services Information Services Directorate The Benefits Transparency Accountability Informed public debate Better, understandable and acceptable decisions Trust

25. IMPS Information Management and Policy Services Information Services Directorate The Benefits Internal communication External communication Navigation of information Management of information More efficient ways of working Less duplication of effort Better exploitation of our information

26. IMPS Information Management and Policy Services Information Services Directorate Help IMPS Office – imps@reading.ac.ukimps@reading.ac.uk Website - www.reading.ac.uk/foia www.reading.ac.uk/foia including links to a variety of other siteslinks Future training opportunities Network news

27. IMPS Information Management and Policy Services Information Services Directorate Thank you for coming today Any questions or comments