A tool for logging, tracking and managing freedom of Information requests

1. FOI
A tool for managing end to end Freedom of Information requests.
1
www.dataprotectionofficer.com ||| info@dataprotectionofficer.com

2. Overview
Key Accounts FOI form FOI dashboard Reports
• Freedom of • Linked with your • Real time capture • No. of FOI
Information internet & of all requests received
Officer intranet (Zero day • No. of responses
• FOI • Linked with all detection) • No. of breaches
Administration Business units • Automatically • No. of rejections
team • Linked with all alerts FOI team of and grounds
your business the requests via
• No. of requests
partners email
per month
• Captures admin
• No. of request per
checks
Business Unit
• Allocates an
officer to each
request
• Allows officer to
log response to
the request
• Automatically
counts down the
days left for each
request.
• Alerts FOI team &
Officer on
potential
breaches
2

3. Key accounts
Freedom of
Information
Officer
Freedom of
Information
Administration
Team
3

4. Getting started
4

5. FOI form
Linked to Intranet
Linked to Internet
Linked to all
Business units
Linked to all
Business partners
Aimed to capture
all the ingress
points of FOI
requests
5

6. A completed FOI form & Acknowledgement
6

7. Automatic Acknowledgement to subject
7

8. FOI Dashboard
8

9. FOI ID is automatically
generated for the request
and registered on the
dashboard in real time.
Once the request is
registered, the 20 day
timer begins
automatically.
The subject name is
attached to the request
for reference.
An officer can be
allocated to the request.
He or she is alerted.
The admin check includes
option to reject query or
pass the request.
The response from the
officer can be captured
electronically or if hard
copy noted on the
dashboard
The status of the request
is maintained all
throughout the lifecycle
of the request.
FOI administration via the dashboard
9

10. The completed request from the dashboard
Click here to see the form
10

11. Dashboard: Admin check
Options to pass or
reject request
11

12. FOI dashboard: Example of Rejection
12

13. Allocation of an officer from the org chart
Org
chart
13

14. Response to FOI requests
Officer clicks on
Response
The response window
allows
the officer to select the
response has been sent
as well as a message to
the subject.
14
Option to add the response document

15. Response to FOI requests: completing the response form
15

16. FOI Dashboard: Completed responses
16

17. Implementation & Contact details
• Implementation takes about 3 months to Go live.
– Solution can be custom built and deployed within your
network(intranet) or hosted on our secure server
(extranet).
– Cost vary depending on number of licenses and scale of
implementation
• For more information please contact:
– Mateo Isabella
• London Knowledge Innovation Centre
• South Bank Technopark
• 90 London Road
• SE1 6LN
• 0207 592 9747
17