Awdurdod annibynnol y Deyrnas Unedig a sefydlwyd i gynnal hawliau gwybodaeth er budd y cyhoedd, annog cyrff cyhoeddus i fod yn agored a hybu preifatrwydd data i unigolion.

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.

 

1. The way in which you define and communicate the search's scope to relevant staff and business areas is: *
2. The way in which you conduct searches is: *
3. The way in which staff follow procedures and use available resources or support with searching, locating and retrieving information is: *
4. The way in which records management supports searches is: *
5. The way in which the liaison between the records management function and FOI staff supports searching, locating and retrieving information is: *
6. The communication of internal knowledge about what information is and isn't held is: *