Www.jiscinfonet.ac.uk A Staff Survival Guide Alan Cameron Records Management Consultant.

www.jiscinfonet.ac.uk

A Staff Survival Guide

Alan Cameron

Records Management Consultant

Providing Expertise in Planning &

Implementing Information

Systems


Key Requirements

• Any request received in written form (inc. Email) is subject to the FOI Act

• The requester does not have to mention the Act or even know about it

• All requests must be answered within 20 working days• The Act is fully retrospective• The Information must be provided if you have it unless

in 1 of 23 exempt categories



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The right to Information

• The requester must be told whether or not you have the information they are looking for

• You must communicate the information if you hold it• You may ask for further information in order to identify

the information asked for• You have the duty to assist the requester and provide

advice



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Who is likely to ask? Irish Answers



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The Information Requester

• Must give name and address• Must attempt to describe the information requested• Can state a preference for the form in which they wish to

receive the information In permanent form e.g.letter By inspection on the premises In the form of a digest or summary



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Institutions:What should be in place

• A College FOI/DP Officer Institutional policy Organisational Structure Publication Scheme review Staff training and awareness Managing Requests, complaints and Appeals Records Management



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Three-Level Responsibility

• Overall Responsibility for Policy and Organisation- the Institution

• Responsibility accepted at the School and Departmental level

• Responsibilities of all members of staff (need for awareness raising and training)



Systems


Lets be realistic

• Time has passed for theories and grand plans• Focus on what is really achievable by January 1st 2005

Better to achieve small steps than plan giant strides

• What should we then be looking to do during 2005



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What cannot be done….by January

• Implement new technology• Recruit new staff• Implement new policies from scratch• Achieve the projected cultural change• Persuade every member of staff that it is their business • Be fully compliant with the FOI Act and Environmental

Information RegulationsEven an unlimited budget won’t help• Can’t be spent in time………..



Systems


What can be done?

1. Brief senior management2. Start to raise the level of basic awareness for all staff3. Begin training of divisional/school/departmental

champions (almost certainly the administrator)4. Identify and address potential ‘hotspots’

Immediate response (firefighting) Longer term strategy



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Raising Awareness

3 Points to consider Audience Message Medium



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Audience

• Everyone, but……• One size does not fit all• How can we group our audience?

Managers Access Providers ( PR, alumni, receptionists,

librarians, web editors) Administrators Academics Support Staff



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Potential Messages

•Go to jail, go directly to jail•Loss of competitive edge•Embarrassment factor•Opportunity to improve public image and public relations•Opportunity to solve a number of related issues•Increased efficiency

•The advantages of proper records management•Opportunit7y to explain the work you do•Access to information will actually make life easier•Know your own rights under FOI



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Potential Media

• Intranet• All staff e-mail-------from the VC• Staff Magazine• Posters• Leaflets• Staff training events----10 minute slot?• Some external speakers?



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Training

• Cannot be left to the Records Manager or IT guru Create a records aware organisation

• Stress advantages to user Once in place and embedded in people’s minds it does

become second nature.• Make it appropriate to level of staff



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Individual Response to Requests

• Answer any Email or letter with the FOI Act in Mind• Remember anybody can be asked any question• Decide whether to answer it yourself or forward it to the

FOI Officer• If in Doubt ask for help or clarification from your line

manager• FOI legislation does not supercede Data Protection



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Creating Information

• You must bear in mind the possibility of future public access to all your files. Avoid Jokes or comments which could be misunderstood or cause embarrassment on general release

• Of all the information you create>0.05% will ever be needed. The problem is that you do not know which bit

• Documents should be drafted in such a way that exempt information e.g. personal data can be edited out before release



Systems


Managing Your Information

• All information you create is an institutional resource. Use agreed file naming and structuring conventions, and add sufficient metadat to make it easy for you and others to find the information quickly

• Only keep the information you really need. Review files and eliminate superceded drafts

• Adhere to legally defined retention periods.• Ensure confidential information is disposed of

appropriately (shredded in the case of paper)



Systems


Hotspots

Where they are likely to be• Frontline access providers

Press and Public Relations• Contentious areas

Estates management HR during re-organisation Anything involving animals or Health and

Safety• Key information creators

Minute takers for Key Committees



Systems


Fire-Fighting: Five Point Plan

1. Speak to them asap

2. Establish basic principle• Enquiries= stop. think, do something

3. Two Available Options It is routine, answer it as normal If in doubt-------seek advice

4. Establish a simple chain of command

5. Establish Basic Procedures



Systems


Any Questions?

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