Handling a Freedom of Information (FOI) request can be a crucial responsibility for government agencies, public institutions, or organisations subject to FOI laws. FOI laws vary by country and jurisdiction, so it is important to familiarise yourself with the specific requirements and guidelines in your area.
However, here are some general steps to help you handle an FOI request:
Identify the request
Determine if the request qualifies as an FOI request under your jurisdiction's laws. FOI requests typically seek access to government records or information held by public bodies.
Verify the requestor's identity
Ensure the requestor has provided enough information to verify their identity and eligibility to make the request.
Consult with legal or compliance teams
Consult with your organisation's legal or compliance teams to ensure compliance with FOI laws and regulations.
Search for relevant records
Identify and gather all relevant records or information that may be responsive to the request. This may involve searching electronic databases, physical files, emails, and other relevant sources.
Review for exemptions
In certain circumstances records or information requested are exempt from disclosure under FOI laws. Common exemptions may include national security, personal privacy, ongoing investigations, or confidential business information.
Redact sensitive information
If necessary, redact sensitive or exempt information from the records to protect privacy or other legal interests. Be sure to clearly document the reasons for each redaction.
Notify the requestor
Send the response to the requestor within the legally mandated timeframe. This will vary from country to country for example, in the United Kingdom organisations have 20 working days to respond. Be clear and transparent in your communication, providing reasons for any denials or redactions of information.
Provide details on how to appeal
Inform the requestor of their right to appeal if they are dissatisfied with the response. Provide information on the appeals process and any deadlines.
Maintain records
Keep records of the freedom of information (FOI) request, response, and any related communication for future reference. This documentation is important for compliance and potential legal challenges.
