Information Requests can be added from the dashboard using the 'Add Request' button. You can also use the 'Add new' button within the Information Requests report tile.

Select a request type to determine what flow the record needs to take. Requests that are for 'Freedom of Information' have more information required than other more general information requests. The steps required will automatically show based on the 'Request Type'.

Workflow

The Freedom of Information workflow is as follows:

1. Log request details
2. Log requestor details
3. Log application fee details
4. Log assessment details
5. Log access charge details
6. Log outcome

For any other kind of Information Request, the workflow is as follows:

1. Log request details
2. Log requestor details

At any time during those processes you can do these actions:

• Change status
• Reallocate Assigned Officer
• Update File Notes
• Link Related Information Requests
• Raise / Update Miscellaneous Actions
• Raise / Update Follow-ups
• Raise / Update Escalations
• Raise / Update Extensions (Applicable to Freedom of Information process only)

Creating an Information Request

Details

Used to capture the request details, this includes basic categorisation and a summary of the request. The date received will default to the current time the record is created but can be changed if required.

When the 'request is valid' checkbox is ticked the 'date valid' will automatically fill with the current time and the due date will automatically be calculated as the current time plus the standard period in which information requests should be completed - by default this is 30 days but can be managed. In any case, the fields are fully editable after population so exceptions to the norm can be captured.

The status of the request will appear on dashboards, there are a number of states available to make the information clear. The collection of sub-states under 'In Progress' is fully custom.

Requested by

This is used for capturing details of who made the request. If there is a common applicant they can be added to a managed list so that email and contact details can be automatically populated on selection. Applicant type dropdown is also manageable.

Application Fee

This captures the application fee details of the request. The fee type is centrally managed so the full fee and reduced fee can be adjusted as required, for exceptional cases, the amount can be overridden to a custom value - only your Admins can put in that custom value. The application fee status entry can be used to report on fees that have not been paid or report on those that have been waived.

Assessment

This captures details of the assessment used for reporting purposes. The inputs related to pages are used in workload reports. These details can be used to generate an Acknowledgement Letter document that would be sent to the requestor.

Access Charge

This captures details of the access charge. Details include the initial access fee charges as well as deposit information. These details can be used to generate documents: Access Charge Letter, and Access Charge Deposit Letter.

Outcome

This captures the outcome of the assessment including the date, decision type and any commentary. This information can be used to generate a decision letter than can be sent off to the requestor.

Tracking

The tracking area is used to manage ad-hoc elements of the request. This includes running processes such as escalations, follow-ups, extensions and other miscellaneous actions.

A file notes area is used to capture ad-hoc information about the request throughout the life of the request. Any time the status is updated it will automatically capture a log of that change.

You can use the checkboxes to access the relevant information.

From this screen, a freedom of information checklist can also be generated.