Publication Schemes

Natasha BoddenNatasha Bodden

Freedom of Information UnitFreedom of Information Unit

November, 2009November, 2009

Publication SchemesPublication Schemes DetailedDetailed information about your authority information about your authority

E-Publication Scheme is E-Publication Scheme is PARTPART of an authority’s of an authority’s complete Publication Scheme complete Publication Scheme

Entire Publication Scheme to be Entire Publication Scheme to be Gazetted Gazetted by 5by 5thth January 2010 January 2010

Requires more information about your Requires more information about your authority – includes more detail than was authority – includes more detail than was required for your E-Publication Schemerequired for your E-Publication Scheme

Mandatory by Law (s.5 of the FOI Law)Mandatory by Law (s.5 of the FOI Law)

Important to inform the public about your authority’s Important to inform the public about your authority’s functions, role(s), purpose, etc.functions, role(s), purpose, etc.

Less questions to answer over the phoneLess questions to answer over the phone

Raises staff awarenessRaises staff awareness

Easy and efficient way to make information available Easy and efficient way to make information available to the general publicto the general public

Information Commissioner can order the publishing of Information Commissioner can order the publishing of certain info or categories of info (s. 44(2)(a) FOI Law)certain info or categories of info (s. 44(2)(a) FOI Law)

Why have Publication Schemes?Why have Publication Schemes?

Describes the types of info you normally Describes the types of info you normally publish / make routinely availablepublish / make routinely available

Explain how the info can be accessed, if Explain how the info can be accessed, if charges apply, etc.charges apply, etc.

Enables automatic disclosure of info – Enables automatic disclosure of info – supports the objects of the FOI Lawsupports the objects of the FOI Law

Published info can:Published info can: Reduce risk of audit, litigation, negative Reduce risk of audit, litigation, negative

publicity, bureaucratic costs, etcpublicity, bureaucratic costs, etc Improve public awareness of all an Improve public awareness of all an

authority’s functionsauthority’s functions Improve internal communications, info-Improve internal communications, info-

sharing, etcsharing, etc

Why cont’d…Why cont’d…

Publication SchemesPublication Schemes An on-going process (not finished when An on-going process (not finished when

submitted) - need to continuously add info submitted) - need to continuously add info such as minutes of meetings, training material, such as minutes of meetings, training material, policies, procedures, etc policies, procedures, etc

Code of Practice on Publishing issued – Deputy Code of Practice on Publishing issued – Deputy Governor advised all Chief Officers and IM’s Governor advised all Chief Officers and IM’s READ – in fullREAD – in full DISCUSS – with senior officials within your authorityDISCUSS – with senior officials within your authority COMPLETE – in detail and submit to the FOI UnitCOMPLETE – in detail and submit to the FOI Unit

E-Publication Schemes are only part of the full E-Publication Schemes are only part of the full Publication SchemesPublication Schemes

Benefit of pro-active information disclosures Benefit of pro-active information disclosures alongside routine releases alongside routine releases

General InformationGeneral Information A description of a public authority’s A description of a public authority’s

functionsfunctions A list of departments, agencies and units A list of departments, agencies and units

including:including: Subjects handled, location of each, Subjects handled, location of each,

opening hours of eachopening hours of each Title, business address and contact details of Title, business address and contact details of

Principle Officer / Chief Officer / HOD / CEOPrinciple Officer / Chief Officer / HOD / CEO Statement of records used by the authority Statement of records used by the authority

in carrying out its functions / making in carrying out its functions / making decisions / etc.decisions / etc.

Organization and Organization and FunctionsFunctions

All public authorities need to list:All public authorities need to list: Laws, policies, proceduresLaws, policies, procedures: govern their : govern their

authority and outlines functions, powers, authority and outlines functions, powers, duties, etc.duties, etc.

Staff Directory and contact detailsStaff Directory and contact details Organizational ChartOrganizational Chart Statement of Boards, Councils, Statement of Boards, Councils,

Committees, etc:Committees, etc: which are part of the which are part of the authority or advisoryauthority or advisory

Details of above meetings, minutes, Details of above meetings, minutes, times/place:times/place: if open to the public if open to the public

What records are used by What records are used by authorities?authorities?

(see pgs 5&6 of the Code of Practice)(see pgs 5&6 of the Code of Practice) All authorities should have, as an absolute All authorities should have, as an absolute

minimum (additional to the Org. and minimum (additional to the Org. and Functs.):Functs.): Procedural / Guidance Manuals (even if they are Procedural / Guidance Manuals (even if they are

old)old) Staff Policy (i.e. working hours, dress code, Staff Policy (i.e. working hours, dress code,

sick/vacation days, internet usage, etc)sick/vacation days, internet usage, etc) Annual Reports / BudgetAnnual Reports / Budget File Plan / Categories of InformationFile Plan / Categories of Information Forms, Brochures, PamphletsForms, Brochures, Pamphlets FOI information, IM contact details, Disclosure FOI information, IM contact details, Disclosure

LogLog

Review and Review and MaintenanceMaintenance

Should be reviewed regularly and records Should be reviewed regularly and records added as they are approved / circulated added as they are approved / circulated through your authority – add items regularly through your authority – add items regularly to avoid a mad scramble at the end of the to avoid a mad scramble at the end of the yearyear

Updated Publication Scheme, listing all the Updated Publication Scheme, listing all the records you have added, changes to staff, records you have added, changes to staff, units, depts, etc are to be published in the units, depts, etc are to be published in the Gazette every January and also published in Gazette every January and also published in the newspaperthe newspaper

All staff are responsible for assisting the IM All staff are responsible for assisting the IM in maintaining the authority’s schemein maintaining the authority’s scheme

Providing the Providing the Information Information

Should be published on your websiteShould be published on your website Should have hard copies (bound) at your front Should have hard copies (bound) at your front

desk / reception area / public area / customer desk / reception area / public area / customer service desks / etc.service desks / etc.

All records should be available on your website All records should be available on your website (or instructions for obtaining copies / paying fees)(or instructions for obtaining copies / paying fees)

Disseminate info via websites, printed material, Disseminate info via websites, printed material, notice boards, newspapers, public notice boards, newspapers, public announcements, media broadcasts, inspections at announcements, media broadcasts, inspections at offices, etcoffices, etc

**ALL sections of the Community should be able **ALL sections of the Community should be able to access your scheme**to access your scheme**

All staff should be aware of the info in the All staff should be aware of the info in the scheme and asked to review / provide commentsscheme and asked to review / provide comments

Steps to publish a Steps to publish a Publication SchemePublication Scheme

1.1. Collect relevant info / records / docs / Collect relevant info / records / docs / manuals / policies / etc. from all persons, manuals / policies / etc. from all persons, depts, units in your authority depts, units in your authority

2.2. Review all info collected to ensure all records Review all info collected to ensure all records can be published – speak with supervisors / can be published – speak with supervisors / HOD’s within your authority if you have HOD’s within your authority if you have questionsquestions

3.3. Complete the Model Publication Scheme Complete the Model Publication Scheme IN IN FULLFULL! If there are items you don’t know…! If there are items you don’t know…ASKASK (your Chief Officer / Minister / HOD / (your Chief Officer / Minister / HOD / CEO / Principle Officer / etc). This must be CEO / Principle Officer / etc). This must be completed in full to ensure compliance with completed in full to ensure compliance with the FOI Law.the FOI Law.

4.4. Submit the completed scheme to your Chief Submit the completed scheme to your Chief Officer / Principle Officer / HOD / CEO / etc for Officer / Principle Officer / HOD / CEO / etc for review and sign-offreview and sign-off

Steps Cont’d….Steps Cont’d….5.5. Submit your COMPLETED Publication Scheme Submit your COMPLETED Publication Scheme

(duly approved) to the FOI Unit for review on or (duly approved) to the FOI Unit for review on or before before 44thth December, 2009 December, 2009. Failure to submit . Failure to submit your authority’s scheme on this date may result in your authority’s scheme on this date may result in your authority being “named and shamed” in a your authority being “named and shamed” in a Cabinet Report about authorities who are non-Cabinet Report about authorities who are non-compliant with the FOI Law.compliant with the FOI Law.

6.6. Make changes / edit / add info as suggested by the Make changes / edit / add info as suggested by the FOI UnitFOI Unit

7.7. FOI Unit will submit ONLY completed FOI Unit will submit ONLY completed schemes to GIS for Gazetting on or before schemes to GIS for Gazetting on or before 5 5thth Jan 2009 Jan 2009

8.8. Publish a hard copy for your front desk / Publish a hard copy for your front desk / reception areareception area

Important…Important… This is a requirement of the FOI Law – This is a requirement of the FOI Law –

this is NOT to be ignored (as some this is NOT to be ignored (as some authorities ignored the requirement for an E-authorities ignored the requirement for an E-Publication Scheme)Publication Scheme)

Failure to complete and Gazette a Failure to complete and Gazette a Publication Scheme will be a breach of the Publication Scheme will be a breach of the FOI Law and as such the IC has the power to FOI Law and as such the IC has the power to enforce compliance in such ways as she sees enforce compliance in such ways as she sees fit under her vast powers granted by the FOI fit under her vast powers granted by the FOI LawLaw

ASK for assistance if there are items you are ASK for assistance if there are items you are unsure about – do not simply ignore them.unsure about – do not simply ignore them.

The FOI Unit is available to assist at all The FOI Unit is available to assist at all times!times!

What is an E-Publication Scheme?

Information on a website about an authority’s: Functions and duties; Contact details; Staff members; Boards and Committees; Information held; Information that is already published or

available for a fee; Disclosure logs; and FOI details (of course!)

PUBLISH!PUBLISH!

PUBLISH!PUBLISH!

PUBLISH!PUBLISH!

PUBLISH!PUBLISH!

Thank you.Thank you.

Any questions?Any questions?