FOI Requests Workflow Status Definitions
: Awaiting response Full Release
: When a response has been prepared, “Select Full Release type” to record
the type of response, record your “Comments” on the case as necessary and “Record the
information released to the applicant”.
Cost Limit Exceeded
: This workflow is available when the time and resources required to
respond to the request will exceed the £600 limit.
No Info Held
: This workflow is required when the MOD does not hold the information
requested and/or where it is likely to be held by another Government department.
: The Vexatious workflow allows you to declare an applicant vexatious on a
particular subject or topic.
: This workflow is used to stop the clock whilst clarifying with the applicant
what information is required. For example, this Workflow would be used when it is not
clear from the applicant's correspondence what information is required. Alternatively it
should be used when it is clear that the effort that would be involved in responding to the
request would be beyond the appropriate limit as set out in the FOI Fees Regulations and
it is necessary to narrow the scope of the request through dialogue with the applicant.
Withdrawn – Business as Usual:
The request is closed because it has been decided that
the enquiry is routine correspondence and there is no need to deal with the enquiry under
the FOI Act.
Withdrawn – By Requestor:
The request is withdrawn by the applicant. This may be
because the applicant no longer requires the information that was originally requested.
Confirmation of this should be requested in a permanent format.
Withdrawn – Admin Reasons:
The request is closed for administrative reasons. The
request has been logged twice or the request has been logged but it later becomes
apparent that it is a request for personal information – a Subject Access Request under
the Data Protection Act – or is a request for genealogical information.
Standard Response -
The standard response route is used when the response to a
request is complicated and approval should be sought and where exemptions or fees are
applied. It is also the Workflow to use if it is necessary to place the request on hold whilst a
Public Interest Test is carried out.
Time Extension Extension of time (hold) FOI
No Fee Required
Normal release where authorisation is required
When it is necessary to refuse on grounds of cost.
To be used when authorisation for release is not required
(uncontentious release). Quick response is intended to be used as a way of recording
requests quickly and capturing what was done without going through a formal FOI
process. As such it should not be used if exemptions are going to be applied or if there is
anything contentious or novel about the request. Typical quick response requests would
be requests for recruitment information or requests that can be easily replied to with a
simple response / letter / leaflet.
Here you may state if you believe another Public Authority may hold the
information by selecting the name on the drop-down list. However, if you do not know
whether the information is held elsewhere and you simply want to inform the applicant that
it is not held by the MOD, you should select “Not Known” on the list.