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| ive is aiming to change institutional cultures and attitudes to openness in public authorities. How will the University respond to this? It could adopt a minimalist response and choose to make use of the permitted exemptions wherever possible. Alternatively it could recognise the Executives policy aims and aim to maximise openness subject to protecting its commercial position and recognising the potential costs. For example although indexes of information are not required under the Bill these could be produced to assist those submitting requests for information. Although taking a more open approach may lead to increased short-term costs for the University advice to the Working Group on the impact of other Freedom of Information regimes is that this may lead to reduced long-term costs as well as bringing other internal management and external public relations benefits. The Working Group favours the more open approach. Does CMG agree? Records management policy The University does not currently h california refinance loan ave a definitive records management ( california refinance loan RM) policy. This is not just an issue for central records (e.g. those maintained by the Secretarys Office Personnel and Finance departments). It applies to all University records. Effective records management will be a necessity if the University is not to fall foul of the legislation. The Working Group will be considering the issues which should be addressed in an outline records management policy at its next meeting. Practical considerations Once the Act is in place the University will require mechanis california refinance loan ms for dealing with requests for information including mechanisms for adjudicating on more difficult cases. It will also require an intern california refinance loan al appeals mechanism. The mechanisms will have to be consistent with similar mechanisms for dealing with requests under the Data Protection Act. The Working Group will produce recommendations on these issues. Applying the legislation Should the policies and procedures adopted as a result of the legislation be applied to all public requests for information? As an application for information under the Freedom of Information Act requires that a formal request letter be written could certain requests be processed outwith the legislation thus simplifying the process for applicants? The University has encouraged an informal approach for requests under the Data Protection Act and the Working Group has been advised that this has worked well and has been of benefit to students. The Working Group recommends that a similar approach should be taken to dealing with Freedom of Information requests providing that it is legal to do so. Fees The University will be allowed to charge fees in accordance with regulations which will be promulgated by the Scottish Ministers. The Scottish Executive has indicated that these may only cover the additional costs of dealing with requests in excess of a threshold and subject to an upper limit. (Where the costs exceed the upper limit the University may refuse to comply with a request on grounds of excessive cost.) Should the University charge fees for the disclosure of information under the Act? Doing so might discourage requests and could therefore be argued to be antithetical to a policy of openness. One practica california refinance loan l advantage of doing so would be that it would potentially increase the length of time available for dealing with requests. The Working Group will return to this issue. Interaction with the Data Protection Act How will the University ensure that in responding to requests made under the Freedom of Information Act it does not fall foul of the Data Protection Act? In principle the Working Group believes that it would be sensible to have a single point of contact for people seeking information irrespective of the legislation which they were invoking. Communication within the University The Working Group will be reporting regularly to CMG particularly where it wishes to make recommendations on changes to policies or practices. A web site has already been established. This will develop on an organic basis and will contain briefing material advice on best practice and the Working Groups own papers. The Working Group has decided to publish these within the University as an example of the sort of openness which will be required under the new legislative regime. The Working Group also proposes to organise briefing sessions for senior staff and training sessions for staff who will have to implement new records management policies. 6. Influencing the content of the legislation There may still be limited opportunities to influence the content of the legislation before Parliament passes the Act. Potential areas for concern in the Bill are the timescale for implementation of the legislation institutions rights to deny requests which will impinge on academic processes such as examinations california refinance loan and the Bill’s provision for the protection of research in progress. These issues have already been drawn to the attention of Universities Scotland which is represented on an implementation group which has regular meetings with the civil servants in the Executives Freedom of Information Unit. 7. State of preparation for the legislation The Working Group received some brief reports from members on the state of preparation of their areas for the legislation. In general this was felt to be very poor. The Working Group was told that those responsible for maintaining records in offices in the central administration Faculty Groups and departments required advice on records management policies and procedures and it was suggested that standard procedures were urgently needed. Development of an outline records management policy for the University will be an early priority for the Working Group and for the proposed new Records Manager (see next section). In the longer term departments will need advice on procedures for dealing with requests for information. 8. Records management function A case for a new Records Manager post for the University is currently being developed by a subgroup of the Working Group. Among the major functions which the Records Manager will probably be expected to undertake will be Assisting in the development and dissemination of University RM policies and best practice guidelines california refinance loan Promoting california refinance loan awareness of and compliance with FOI and Data Protection legislative requirements Monitoring auditing and amending RM systems and procedures Training and ass california refinance loan isting key staff in identifying and analysing current and non-current records in all formats and in the use of RM systems Coordinating RM systems and procedures across SG2 business units including use of appropriate preservation strategies for electronic core data across related application areas Developing implementing and maintaining a comprehensive SG2 retention schedule in consultation with designated staff It is possible that some Data Protection Act functions may be added to this discussions are currently underway with Vice-Principal Field. A cas california refinance loan e for the creation of such a post will be made to Mr Cornish in the current plan california refinance loan ning round. 9. Action CMG is asked to note and to comment on the Working Groups first report. DBN / PW 11 November 2001 | |||||||||||||