Sending multiple FOI requests: the WhatDoTheyKnow Pro batch feature

When we started building WhatDoTheyKnow Pro, our toolkit for professional users of FOI, we knew that there was one feature which would be a game-changer for such users: the ability to send a request to multiple authorities at once.

In this blog post, we examine what we wanted the tool to do, how we are guarding against abuse, and finally we’ll give a step by step walkthrough of the interface.

Investigative news stories or in-depth pieces of research often require information from a multitude of different sources. By gathering statistics or information from multiple authorities, journalists, activists and researchers can build up a previously-unseen picture, for example of how widespread a particular problem is, or where there are inequities in medical provision across the country.

It’s something that many professional users of FOI are doing already, usually with the aid of their own homemade spreadsheets on which they keep track of requests made, dates by which replies should be expected, which bodies have responded, which need chasing, and of course the information held in the responses themselves.

The standard WhatDoTheyKnow website already provides several helpful features that you just don’t get with a DIY system: it has all the right email addresses for authorities, for example; it guides you through the FOI process; and it will send you an email reminder when the deadline for response arrives — even taking bank holidays into account.

But we knew that in order for our batch request feature to woo people away from their spreadsheets, it needed to do more than those homebuilt systems, some of which have been refined over several years and work well, even if a bit clunkily, for their owners.

Power and responsibility

One important consideration was uppermost in our minds when it came to batch requests: it costs authorities time and money to respond to each request, and of course that multiplies with batch requests. We are keen to promote responsible use of FOI, so we want to fold appropriate safeguards and guidance into whatever system we build.

As mentioned, with WhatDoTheyKnow Pro we’re focusing on features that are genuinely useful for professional users of FOI, but we also want to help those users make better, more focused requests — ones that are more likely to get useful responses and see the light of day as news stories. So it was important that, in making it simple to send multiple requests, we also help users find the most suitable authorities to send their requests to.

With that in mind, here are some balances we’ve put in place:

  • Users are limited in how many batch requests they can send within any one month — so there’s no chance to go too wild.
  • There’s a limit to the number of authorities that can be added to a single batch: we set this to be the number of local authorities in the UK, which is a logical sector to survey in this way.
  • Before users do a batch mailout, we encourage the sending of an initial request that goes to just a few authorities. This safeguard can reveal where a request is flawed, so for example, if the data you get back is not what you need or in the wrong format, you don’t have to send to the full list all over again.
  • We provide advice on cost limits to encourage succinct batch requests.
  • Authorities have the facility to report a request which is unsuitable for review by our administrators.
  • We’re rolling out the batch request functionality gradually to vetted WhatDoTheyKnow Pro users so that we can gradually learn how people use it in practice, and course-correct as necessary..

Testing and improvements

So far, the batch feature is only available to a select group of test users, who are giving us feedback on how they’re finding it. There’s certainly nothing like having your code being used by real people to help you see where improvements might be made!

That said, it’s been a very gratifying process. With the help of our test users, we’ve seen that the batch request functionality has the potential to be immensely helpful to professional users of FOI; even genuinely game-changing. We are certain that with the sending tools, we’ve created a service that really adds value for this sector.

We’re now in the next phase, and turning our attention to improving the functionality that helps users deal with incoming responses when they come in. This already exists in a basic form, and thanks to our testers, we’ve identified which improvements we need to make. We’re already working on incorporating them. But that is definitely material for the next update  — for now, let’s take a look at just how the batch request function works.

Using batch request

There are three parts to making any request, whether you’re doing it yourself or using WhatDoTheyKnow Pro:

  1. Creating the request
  2. Managing the responses
  3. Analysing the results

The batch request functionality builds on our super-simple FOI workflow tools for WhatDoTheyKnow Pro, extending them to make larger investigations much easier.

Creating the Request

The first step is compiling a list of authorities to send the request to. From the compose screen, you might search on a keyword (for example, ‘hospital’, ‘Birmingham’, or ‘Birmingham hospitals’) and then add the authorities you’re interested in.

Add authorities to your WhatDoTheyKnow Pro batch request

Add authorities to your WhatDoTheyKnow Pro batch request

Each authority is added to a recipient list and WhatDoTheyKnow Pro creates a ‘mail merge’ setup. You’ll see how many authorities you’re writing to in the compose interface.

You can then draft your request. The special `Dear [Authority name]` salutation gets automatically replaced with each of the selected authorities when you send your batch.

Mail merge on WhatDoTheyKnow Pro

Finally, before sending you can choose a privacy duration.

Setting a privacy duration on WhatDoTheyKnow Pro

At this point you can either go straight ahead and send your request, or save the draft and come back to it later.

Managing Responses

Once you’ve sent your batch request, you’re going to receive a lot of replies from authorities. This is where WhatDoTheyKnow Pro’s functionality really comes into its own, keeping all that clutter out of your email inbox.

Here’s what it looks like: the first thing you’ll see is a high-level progress bar showing you the overall progress of your batch. There are three main states that help you manage the requests in the batch:

  • In progress (yellow): This means that there’s no action needed by you – you’re waiting on the authority to respond with an acknowledgement or the information you’ve requested.
  • Action needed (red): When a request in the batch receives a response from the authority, you’ll need to check it out. We mark the response as “action needed” for you to review and decide what to do next.
  • Complete (green): Once there’s no further action needed – either you’ve got the information you asked for, the authority didn’t have the information, or they’ve refused and you don’t want to challenge them – the request moves to the ‘complete’ state, so you know you don’t need to think about it until you come to analyse the data.

Clicking the title of the batch reveals the individual requests and their progress status. From there, you can click through, read the response and update the status.

All requests status page on WhatDoTheyKnow Pro

Analysing Results

Now you’ve got all your data, it’s time to compare the results from different authorities.

Sometimes authorities will reply in the main correspondence.

Authorities who reply within the body of their response

Other authorities respond with one or more attachments. You can view these inline or download them to your computer.

Authorities who respond with an attachment

If you’re dealing with a batch sent to lots of authorities, sometimes it’s easier to just download everything. You can download a Zip file containing all the correspondence and attachments for each request via the “Actions” menu. From there you can pull out the attachments that contain the raw data and plug the numbers or answers in to your spreadsheet so that you can compare across authorities.

Download a whole batch response on WhatDoTheyKnow Pro

You can sign up to WhatDoTheyKnow Pro today and receive 1 month free with the voucher code BLOGMARCH18. Make some requests to try out the FOI workflow tools for professionals, and get in touch to request to join the waiting list for batch access.

If your FOI requests have made the news, let us know! Send us links to your published stories and we’ll throw in an extra month of WhatDoTheyKnow Pro for free. Your stories help us improve WhatDoTheyKnow Pro.

Image: Peretz Partensky (CC by-sa/2.0)