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Brentwood Borough Council

FOI 14828

Access to Information

Request


Maldon District Council is currently reviewing its processes around access to information, including Freedom of Information Requests, Environmental Information Requests and Data Subject
Access Requests.

I am contacting you to ask for your assistance with this, as it would be really useful to find out how other councils in our area go about dealing with such requests. For instance, do you
use any particular case management system? If so, what are your experiences with it – good or bad. In relation to any case management systems could you let me know the following:

·
What system you use
·
How long you having be using it
·
Does it send out automatic acknowledgements
·
Is there a facility to “stop the clock” in order to request clarification and then restart once received
·
If redaction possible on the system prior to sending responses

I would also be grateful to receive any other information on case management systems that you think would be useful.

If you do not use a specific case management system for access to information requests, could you please let me know what processes you do use? For example, do you have designated officers
in each department who are responsible for requests, or are they dealt with centrally by a team (if so, how many officers deal with requests on a day-to-day basis)?

It would be really useful to have any help/guidance you can give, together with an indication of how many access to information requests you receive (broken down into FOIs/EIRs/DSARs if
possible). If there are any questions I can answer, or information you would like from me, then please ask. If anyone receiving this email feels it would be useful to create a group to share information around this subject/provide support amongst officers
from different councils, then please let me know and I would be happy to try and arrange something.

Response

What system you use
· Sitehelpdesk

How long you having be using it
· Approximately 5 years

Does it send out automatic acknowledgements
· The system does not send out automatic acknowledgements, however FOI’s that are submitted via email, which are integrated with the system do receive an acknowledgement. The system is enabled to alert the officers responsible for the administration of the FOI’s of the 20 day response timeline etc.
Is there a facility to "stop the clock" in order to request clarification and then restart once received - No
·
If redaction possible on the system prior to sending responses

Responses are not sent via the system, however we do publish our responses to our website, which are uploaded to the system. This was developed internally by our ICT service.


I would also be grateful to receive any other information on case management systems that you think would be useful.
In the New Year we will be implementing Firmstep’s FOI system as this offers us a more sophisticated solution and will align with our other Firmstep products such as Self, Service and Dash.


If you do not use a specific case management system for access to information requests, could you please let me know what processes you do use? For example, do you have designated officers
in each department who are responsible for requests, or are they dealt with centrally by a team (if so, how many officers deal with requests on a day-to-day basis)?

We do have a designated case worker in each of our service areas.


It would be really useful to have any help/guidance you can give, together with an indication of how many access to information requests you receive (broken down into FOIs/EIRs/DSARs if
possible). If there are any questions I can answer, or information you would like from me, then please ask. If anyone receiving this email feels it would be useful to create a group to share information around this subject/provide support amongst officers from different councils, then please let me know and I would be happy to try and arrange something.


Department 2014/15 2015/16

Revenues and Benefits 164 134
ICT 31 34
Corporate Services 103 79
Environmental Health 73 93
Housing 49 69
Streetscene (EIR) 86 50
Finance Services 47 54
Built Environment 44 45
Community Services 18 12
Democratic Services 7 4
Total 622 574