We’re in the process of conducting a discovery and prototyping exercise to understand how Hackney Council currently respond to FOI requests — and also Subject Access Requests (SAR) — ahead of the new General Data Protection Regulation (GDPR), coming into force in May 2018.
The aim is to explore how we can help members of the public find the information they are looking for when attempting to submit an FOI or SAR request and subsequently, when a request is complete, making it easier to publish the non-personal responses to requests through a searchable public disclosure log.
Information should be free
When someone makes a Freedom of Information request to a public body, we like to think that the information provided, often at a not insignificant cost, should be available freely to everyone, in public.
That’s the basis of our Alaveteli software which runs in at least 28 countries, and WhatDoTheyKnow in the UK which has grown to become a vast database approaching half a million FOI requests and responses over the last 10 years, from almost 19,000 public bodies.
From our own research we know that at least 15% of all FOI requests made in the UK pass through WhatDoTheyKnow, and that rises to over 30% of all requests to some central government departments. That still leaves somewhere over 70% of all requests that feasibly could be made available to the public.
What usually happens instead is that these individual requests remain hidden away in private mailboxes and probably won’t ever see the light of day.
Our FOI strategy
In response to this we’re on a mission to expand the share of FOI requests that are catalogued and released in public through WhatDoTheyKnow. This requires us to have an understanding of the nature and source of these other requests.
Broadly speaking around one third of these remaining requests are made by commercial businesses seeking contractual information from councils, NHS trusts and the like. About a fifth are from journalists researching for stories, another slice come from students or academics, and the remainder from individuals who are often making just a single request.
Our overall strategy is pretty simple: expand the scope of WhatDoTheyKnow where we can to capture more requests directly, and create new services to cater to specific user needs.
This thinking is what led to our service for journalists and campaigners, WhatDoTheyKnow Pro. (So far we’ve been reluctant to directly cater to FOI requests made by commercial businesses, although on balance it would be better if these requests did eventually make it into the public domain.)
Working with Hackney
Through WhatDoTheyKnow we’ve been pretty firmly focused on helping citizens make good FOI requests. Some readers may remember our previous forays into this area, with WhatDoTheyKnow for Councils (since retired). We found issues with that: specifically, the assumption of immediate publication in particular placed us in position as both poacher and gamekeeper, creating a conflict of interest we weren’t comfortable with.
However when we consider the full lifecycle of creating a response to an FOI request we still believe that we can use our experience of FOI to help public bodies support better drafting of initial requests and aid the management of responding to these requests.
Which brings us back to our new collaboration with Hackney.
More specifically, we are working with Hackney to explore how we can:
- help users better submit clear and valid requests
- integrate this request form with other sources of information (including with a disclosure log) to try and help users find what they need more quickly and conveniently
- integrate with case management services so that queries are answered quickly and information published openly wherever possible
- use information from previous requests to speed the allocation of a particular request to a specific council service
- support compliance with current legislation, and pre-empt forthcoming changes (GDPR).
We’re just at the beginning of this process but we’ll be blogging and sharing more updates over the next couple of months. We will also be speaking to other public sector bodies, councils in particular, about how they manage the process of responding to FOI requests, the challenges they face, and the opportunities this offers them to proactively release more publicly available data.
Hackney are a great partner to work with. As you might be already aware they have been very active in adopting user-centred, agile methods to develop new services, they are comfortable and vocal talking about their work in public (check out the HackIT blog here) and they are especially focused on bringing their staff along with them as they evolve their approach.
We’ve got a lot to learn from them, and hopefully they can benefit from some of our experience representing the needs of citizens.
If you’re responsible for managing FOI requests or data protection in your own public sector body and you’d like to follow this project in more detail — or if you’d like to participate in some of the discovery work — then please get in touch at email@example.com.
Update: See part 2 of this blog post here.