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Searching

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The searches you conduct to establish what information you hold within the scope of a request are crucial for estimating the cost of compliance in accordance with the Freedom of Information and Data Protection (Appropriate Limit and Fees) Regulations 2004.

The questions within this module include how you define and conduct searches, and how they are supported by internal knowledge and records management.

Criteria

Good:

  • The scope of the search and search instructions are communicated clearly and unambiguously.
  • Searches are always complete and extensive.
  • Staff follow procedures and make good use of resources and support available to them when searching, locating and retrieving information.
  • You always hold information in an identifiable and organised way that supports searches.
  • FOI and records management staff frequently liaise with each other.
  • Internal communication always supports staff knowledge of information held or not held and reasons for this.

Adequate:

  • The scope of the search and search instructions are sometimes communicated clearly and unambiguously.
  • Searches are sometimes complete and extensive.
  • Staff sometimes follow procedures and make use of resources and support available to them when searching, locating and retrieving information.
  • You sometimes hold information in an adequately organised way that supports searches.
  • FOI and records management staff sometimes liaise with each other.
  • Internal communication sometimes supports staff knowledge of information held or not held and reasons for this.

Unsatisfactory:

  • The scope of the search and search instructions are unclear, ambiguous or both.
  • Searches are limited, incomplete or both.
  • Staff do not follow procedures and do not have satisfactory support and resources available to them.
  • You do not hold information in an identifiable or organised way.
  • FOI and records management staff barely or do not liaise with each other.
  • There is limited or no internal communication which inhibits staff knowledge about what information is held or not held.
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Staff need to be aware of the parameters of the search and that it is their responsibility to search, locate and retrieve the information. You need to ensure there is a firm deadline for completion. It is best to monitor this process at intervals in order to meet the legislative timeframe.

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Staff need to be familiar with how to store information - electronically or in hard copy, whether that information is on or off site, centralised or localised, and the most efficient method of conducting their search. You need to record search terms for consistency and to provide evidence in the event of a complaint to the ICO. The level of searching should be justifiable; for example, if it is obvious that section 12(2) is applicable, staff may not need to conduct extensive searches.

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Staff need to be aware of the procedures, resources and support available to them. In order to ensure consistency of approach, you should provide staff with access to and training in search tools or techniques.

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You should have clear and meaningful naming conventions and staff need to understand the benefit to the authority and themselves by using them. Information filing should be consistent and logical to support effective searching. It is important that staff know about and adhere to retention schedules.

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Records management and FOI staff should liaise regularly, in order to provide a joined-up approach and support to staff tasked with carrying out searching, locating and retrieving the requested information.

More information

Keeping a publication scheme and disclosure log up-to-date and signposting them internally and externally reduces the need to make unnecessary searches or locate information already in the public domain. FOI staff should know who to refer to in order to establish whether information on a particular issue exists in recorded format. Establishing good communications between departments and specific named contacts helps to eliminate unnecessary or unfocused searches.