This is an HTML version of an attachment to the Freedom of Information request 'Freedom of Information requests made'.


 
DOCUMENTING EXEMPTIONS & EXCEPTIONS UNDER THE FREEDOM OF 
INFORMATION ACT 2000/ENVIRONMENTAL INFORMATION REGULATIONS 2004 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Status/Version: 1.0.  
Effective: 08 Oct 08 
Review Date: 08 Oct 09  

 
 
 
 
 
 
 
 
 
 
1. 
AUDIENCE      ………………………. 

2. 
OBJECTIVE 
     ………………………. 

3. 
APPLYIN 
EXEMTIONS/EXCEPTIONS 
  ………………………. 

4. 
THE EXEMPTIONS/EXCEPTIONS PROCESS   
………………………. 3 
5. 
POSSIBLE EXEMPTIONS /EXCEPTIONS TO APPLY  ………………………. 4 
6. 
THE 
PROCESS 
ILLUSTRATED 
   ………………………. 

7. 
DOCUMENTING 
THE 
DECISION   ………………………. 

8. 
DOCUMENT 
HISTORY 
    ………………………. 



 
 
1. AUDIENCE 
 
a) 
Departmental Information Governance Lead Officers ("DIGLO") 
b) 
Directorate business specialists 
c) 
Appeal Panel Members 
 
2. OBJECTIVE 
 
The objective is to ensure that all Coventry City Council ("The Council") follows appropriate 
processes that meet the requirements on legislation and adequately protect the Council’s 
interests.  
 
3. APPLYING 

EXEMPTIONS/EXCEPTIONS 
 
In general, if the information requested is available, current and in a form to be disclosed, the 
employee responsible will provide this.  If the information is not subject to any exemptions, then 
release it.   
 
If disclosure is to be withheld, there are two types of exemptions, absolute and qualified, which 
apply to FOI. A set of Exceptions-all qualified- also exist under EIR. Guidance on Exemptions & 
Exceptions themselves is contained in FOI & EIR Guidance Notes () 
 
3.1 
Details of the Directorate Case 
In all instances, where a Directorate intends to withhold information, it is for the Directorate to 
make a clear case for this, considering the case both for and against disclosure. A valid FOI 
exemption or EIR exception must also be cited.  
 
When doing this, the Departmental Information Governance Lead Officer (DIGLO) must refer to 
and seek approval of the Information Governance Team (IG) before considering applying FOI 
Exemptions and EIR Exceptions or making any response refusing disclosure. 
 
3.2 Absolute (unconditional) exemptions  
These apply to FOI only. They can be applied to information that does not have to be released to 
the applicant either because it is already publicly-available (in the Council's Publication Scheme 
for example.  
 
Information to which an absolute exemption applies does not require the Council to take a public 
interest test, although DIGLO should apply the following procedures to ensure that the decision to 
use is appropriate and can be justified if challenged in future. 
 
3.3 Qualified (conditional) exemptions/exceptions  
These exist in FOI but will also apply to all EIR Exceptions – Information to which a qualified 
exemption/EIR Exception applies requires the Council to take a test of prejudice or to 
demonstrate that the balance of public interest is in favour of non-disclosure.  
 
4. THE 

EXEMPTION/EXCEPTION 
PROCESS 
 
When applying an exemption or exception, a copy of the pro forma provided at 5. Documenting 
the Decision
 (attach extra sheets as required) should be completed by the relevant DIGLO, in 
consultation with IG and with input if required from a Directorate Business Specialist or a Legal 
Representative advising the Directorate.   
 

Exemption/Exception(s) being claimed must be clearly identified in the tables below, together with 
the particular information they are being applied to.  
 
When the Directorate involved responds to the request for information (and withholds disclosure 
of some or all the requested information) the completed pro forma should be kept with a copy of 
the information disclosed and withheld in response to the request. In the event of a complaint or 
appeal being received by the Council, this will form a major part of the case to be considered. 
   
In addition, in all cases where information is withheld, a refusal letter must be issued.  
 
This must include a statement that the applicant has a right of appeal. (Note: Appeals against 
refusals to disclose are covered in a separate guidance note). 
 
5. 

POSSIBLE EXEMPTIONS/EXCEPTIONS TO APPLY  
 

5.1 
FOI EXEMPTIONS (Text in brackets indicates whether a PI test is   required Absolute-no, 
Qualified-yes) 
 
Section 21 
Information accessible to the applicant by bother means (Absolute) 
Section 22 
Information Intended for Future Publication (Qualified) 
Section 30 
Investigations and Proceedings Conducted by Public Authorities (Qualified) 
 
Section 31 
Law Enforcement (Qualified) 
Section 33 
Audit Functions (Qualified) 
Section 36 
Prejudice to Effective Conduct of Public Affairs (Qualified)  
Section 37 
Communications with Her Majesty, etc Honours (Qualified) 
Section 38 
Health and Safety (Qualified) 
Section 39  
Environmental Information (Absolute) 
Section 40 
Personal Information (Absolute) 
Section 41 
Information Provided in Confidence (Absolute) 
Section 42 
Legal Professional Privilege (Qualified) 
Section 43 
Commercial Interests (Qualified) 
 
Section 44 
Statutory prohibition on disclosure (Absolute) 
 
5.2 
EIR EXCEPTIONS (All Qualified) 
 

The information requested is not held by the Council 

The request is manifestly unreasonable 

The request is too general.  (Please ensure advice and assistance was provided to 
the applicant); 

The request concerns internal communications; 

Disclosure would adversely affect: 
™ 
Confidentiality of the Council's proceedings; 
™ 
International relations, public security or national defence; 
™ 
The course of justice, the ability of any person to receive a fair trail or the 
ability of the Council to receive a fair trial; 
™ 
Confidentiality of commercial/industrial information; 
™ Intellectual 
property 
rights; 
™ 
Confidentiality of personal data/files; 
™ 
The interests or protection of any person who supplied the information on a 
voluntary basis; 
™ 
The information relates to the protection of the environment. 
 
 
 

6.  THE PROCESS ILLUSTRATED 

 
Identify information for exemption 
If absolute (FOIA):  
If non absolute (FOIA 
 
& EIR): 
¾ 
Consult with IM 
 
¾ 
Identify exemption  
¾ 
Consult with IM 
¾ 
Complete Pro forma 
¾ 
 Identify exemption 
¾ 
Withhold disclosure 
¾ 
Complete Pro forma 
¾ 
Test Public Interest 
(PI) 
 
If withhold: 
If disclose: 
¾ 
Document 
¾ 
Document 
¾ 
Withhold 
¾ 
Disclose 
Inform requester 
¾ 
Withhold/disclose 
¾ 
Document fully 
¾ 
Close request 
 
 

7  DOCUMENTING THE DECISION 
 

RFI Number: 
 
REASON(S) FOR DIRECTORATE CLAIMING EXEMPTION(S)/EXCEPTION(S)  

 
INFORMATION REQUESTED FOR 
EXCEPTION/EXEMPTION APPLIED 
EXCEPTION/EXEMPTION 
 
 
 
 
 
Release of information is not recommended because: 
 
 

 
 For 
disclosure: 
 
 
 
 Against 

disclosure: 
 
 

Signed:      Name: 
Directorate:  
Date:    
 
 
 
 
 
 
 
 
 
 
 
 
 


 
8 DOCUMENT 

HISTORY 
Version History 
Version Status 
Date 
Author 
Comments 
0.0.1 
Initial draft for IG 
10/03/08 
Information Redacted 
 
consultation 
0.0.2  Draft for DIGLO 
27/03/08 
Information Redacted 
 
consultation 
0.0.3 
Draft incorporating IG &  29/04/08 
Information Redacted 
 
DIGLO feedback 
0.0.4 Final 
draft 
07/08/08 
Information Redacted 
 
1.0 FINAL 
08/10/08 
Information Redacted 
 
 
 Review 

Name Role 
Business 
Area 
Information  Information Governance Team 
Information Governance, Contracts & Governance 
Redacted 
Leader 
Information  Senior Solicitor 
Finance & Legal Services 
Redacted 
 
 
Distribution (Primary) 
Name Directorate 
Format 
Version 
Date 
DIGLO All 
Electronic 
0.0.2 
04/04/08 
DIGLO All 
Electronic 
0.0.4 
07/08/08 
 
 
Distribution (Copies) 
Name Directorate 
Format 
Version 
Date 
ALL 
ALL ELECTRONIC 
1.0 
 
STAFF 
 
 
 
 
 
 

 


 
 
 
 

Document Outline