Historic FOI logs

J A Giggins made this Freedom of Information request to West Berkshire Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

The request was successful.

Dear West Berkshire Council,

Please could you supply your FOI logs for 2009 and 2010 previously published on your web site.

Many thanks.

Yours faithfully,

J A Giggins

Suzanne Kenchington, West Berkshire Council

FoI/2014/648

 

Dear Mrs Giggins,

 

Request for information: Historic FoI logs

 

Thank you for your request received 10^th June 2014; we will seek to
respond within twenty working days, by no later than 8^th July.

 

Yours sincerely,

 

Suzi Kenchington 

Information Support Officer

Strategic Support,

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

email:  [1][email address]

' 01635 519860 (external)      '  2860 (internal)      

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Suzanne Kenchington, West Berkshire Council

FoI/2014/648

 

Dear Mrs Giggins,

 

Request for information: Historic FoI logs

 

You have requested a copy of the FoI logs for 2009 and 2010.

 

These have now been updated to include both Financial Year and Calendar
Year data, and have been re- published, and can be viewed on our website.
Please use the following link;

[1]http://info.westberks.gov.uk/index.aspx?...

 

If you are unhappy with the way your request has been handled, you may ask
for an internal review. You should contact David Lowe, Scrutiny &
Partnerships Manager, Strategic Support, Council Offices, Market Street,
Newbury RG14 5LD, email [2][email address].uk  if you wish to request
a review. If you are not content with the outcome of the internal review,
you have the right to apply directly to the Information Commissioner for a
decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow,
Cheshire SK9 5AF

 

If you have any queries about this letter, please contact me.

 

Yours sincerely,

 

Suzi Kenchington 

Information Support Officer

Strategic Support,

West Berkshire Council, Council Offices, Market Street, Newbury, RG14 5LD

email:  [3][email address]

' 01635 519860 (external)      '  2860 (internal)      

P Do you really need to print this email?

 

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Dear Suzanne Kenchington,

Many thanks for this response, but I was looking for the logs themselves rather than statistical information based on them.

I made a similar request in 2013 for the logs for for 2011/12, 2012/13 and 2013/14 to date, and thought that the logs for previous years had already been published on your web site. I assumed that they had been removed in your recent web site design and that my request would simply entail reinstatement of the links.

For clarification, I have reproduced the detail from my previous request: https://www.whatdotheyknow.com/request/f...

I would like the extract to include the date of the request, the
request itself ( as recorded), date of reply, exemptions
applied/refusal reason (or partial refusal){including section nos
if held},whether internally reviewed, whether referred to the
commissioner etc. I am assuming from the statistics previously
published that all these are held as data fields in the Excel
spreadsheet. Please only redact/exclude information for which there
is a valid exemption, such as personal information.

Please do not hesitate to contact me if you require any further information.

Yours sincerely,

J A Giggins

Sue Broughton, West Berkshire Council

2 Attachments

Dear Mrs Giggins,

The logs for 2009 and 2010 previously published on the Council's website are attached. We have never published a list of actual requests per year as we have only receive a very limited number of requests for these (your own and one other person) and there is consequently no interest in publishing these.

I will check the spreadsheets to establish what data we still hold and can supply as some detail is deleted after three years.

Yours sincerely

Sue Broughton
Information Management Officer
Please note that I work part time and messages may not be answered until I am next in the office. 
  Strategic Support West Berkshire Council, Council Offices, Market Street, Newbury RG14 5LD
Email:  [email address]
 01635 519747 (external)         2747 (internal)      
You should be aware that all emails received and sent by this Council are subject to the Freedom of Information Act 2000 and therefore may be disclosed to a third party.
Please consider the environment before printing this e-mail

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Dear Sue Broughton,

Many thanks.

I am wondering whether perhaps I saw the spreadsheets as a response to someone else's request on wdtk rather than on the Council's website.

I'll have a search through the site and if I find them I'll let you know.

Yours sincerely,

J A Giggins

Sue Broughton, West Berkshire Council

I am out of the office on the afternoon of Tuesday 1st July, in my absence
please forward queries to Suzanne Kenchington
[email address] who will be able to pass these to the
appropriate person. Complaints should be sent to
[email address] and FoI requests to [West Berkshire Council request email]

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Dear West Berkshire Council,

Have you had a chance to see if you still hold the FOI logs for 2009 and 2010 as requested?

I have not been able to locate them elsewhere and now realise that the information I had seen was an extract from the logs detailing my own requests which was supplied to me via the ICO. I would appreciate sight of the complete spreadsheets for these years. I appreciate that the names and addresses of the requestors will require redaction, but I would be grateful if you could supply the remainder of the spreadsheets as currently held.

Many thanks.

Yours faithfully,

J A Giggins

Sue Broughton, West Berkshire Council

Dear Mrs Giggins,

I am in the process of compiling a redacted copy of the two spreadsheets. There are 520 requests in 2009 and 558 in 2010 so this will take a little time, as I need to check each entry to be certain personal data is not included within the request details or in the response details. The same process is also required for the internal review data and ICO review data.

Once this work has been completed I will supply the redacted spreadsheets.

Yours sincerely

Sue Broughton
Information Management Officer
Please note that I work part time and messages may not be answered until I am next in the office. 
  Strategic Support West Berkshire Council, Council Offices, Market Street, Newbury RG14 5LD
Email:  [email address]
 01635 519747 (external)         2747 (internal)      
You should be aware that all emails received and sent by this Council are subject to the Freedom of Information Act 2000 and therefore may be disclosed to a third party.
Please consider the environment before printing this e-mail

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Dear Sue Broughton,

I am very grateful for your help.

If you do have to make redactions I would be grateful if you could make these obvious (by strikeout) rather than by amending the text. I would also be grateful if you could include the columns detailing who was responsible for the response and which service area(s) each request was forwarded to.

Yours sincerely,

J A Giggins

Sue Broughton, West Berkshire Council

Dear Mrs Giggins,

If I redact names I will simply put in 'the requester' rather than the name of the requester.

Please be aware that as far as Service data is concerned, there have been a number of changes to Services and Directorates since 2009/2010 and the Service names may not be comparable.

Yours sincerely

Sue Broughton
Information Management Officer
Please note that I work part time and messages may not be answered until I am next in the office. 
  Strategic Support West Berkshire Council, Council Offices, Market Street, Newbury RG14 5LD
Email:  [email address]
 01635 519747 (external)         2747 (internal)      
You should be aware that all emails received and sent by this Council are subject to the Freedom of Information Act 2000 and therefore may be disclosed to a third party.
Please consider the environment before printing this e-mail

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Dear Sue Broughton,

I am sorry to push the point, but i really would prefer that the log is supplied as you held it at the time of my request, rather than as an amended version, so that it is explicitly clear what redactions have been made and why.

The extract that I have provides columns for names of staff within service areas who dealt with the requests as well as the names of the requestors, and if you redact this information I would like you to detail the exemption applied. Likewise if requestors names appear within the body of the request/response detailed on the spreadsheet I would like to see where ( as a blacked out line) rather than the name be replaced by the requestor otherwise it will be difficult to identify whether the request was passed on to the service area anonymously or whether it gave the requestors details.

Yours sincerely,

J A Giggins

Sue Broughton, West Berkshire Council

Dear Mrs Giggins,

Thank you for your email. I will, of course, state any exemptions which apply in my final response.

Yours sincerely

Sue Broughton
Information Management Officer
Please note that I work part time and messages may not be answered until I am next in the office. 
  Strategic Support West Berkshire Council, Council Offices, Market Street, Newbury RG14 5LD
Email:  [email address]
 01635 519747 (external)         2747 (internal)      
You should be aware that all emails received and sent by this Council are subject to the Freedom of Information Act 2000 and therefore may be disclosed to a third party.
Please consider the environment before printing this e-mail

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Dear Sue Broughton,

As you may be aware the response to this request is now a week overdue.

Please could you let me know when you anticipate being able to supply the information.

Many thanks.

Yours sincerely,

J A Giggins

Sue Broughton, West Berkshire Council

I am out of the office on the afternoon of Friday 11th July. Complaints
should be sent to [email address] and FoI requests to
[West Berkshire Council request email]

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Dear West Berkshire Council,

Please could you let me know when I am likely to receive a response to this request, which is now a week overdue.

Many thanks.

Yours faithfully,

J A Giggins

Sue Broughton, West Berkshire Council

Dear Mrs Giggins,

Thank you for your email. On 1st July, after we had responded to your request for the FoI logs which had been published on the Council's website, (having re-published these on the new website), you responded to advise us that in fact what you wanted were logs of the actual requests made in 2009 and 2010.

This is a revised request for information which we have not previously published, and we are dealing with it as such. Your request for this information was made on 1st July and is due on 29th July. As I have advised you, I am working on redacting the data on the existing logs to create a version which can be published.

Yours sincerely

Sue Broughton
Information Management Officer
Please note that I work part time and messages may not be answered until I am next in the office. 
  Strategic Support West Berkshire Council, Council Offices, Market Street, Newbury RG14 5LD
Email:  [email address]
 01635 519747 (external)         2747 (internal)      
You should be aware that all emails received and sent by this Council are subject to the Freedom of Information Act 2000 and therefore may be disclosed to a third party.
Please consider the environment before printing this e-mail

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Dear Sue Broughton,

Whilst it seems that I was mistaken regarding previous publication I quite clearly requested the FOI logs for 2009 and 2010, not the statistics you supplied.

In addition you did not inform me that my clarification was to be treated as a new request.

You have also advised that another person has previously requested the logs (presumably under FOI) and I think that information released under FOI is treated as information that has been made publicly available whether or not it is published on a web site such as whatdotheyknow.com.

I look forward to receiving the logs as soon as you have finished the redactions.

Yours sincerely,

J A Giggins

Sue Broughton, West Berkshire Council

Dear Mrs Giggins,

Thank you for your email. We have, indeed, had requests for another log but this was for the 2005 log, not the logs for 2009 and 2010.

Yours sincerely

Sue Broughton
Information Management Officer
Please note that I work part time and messages may not be answered until I am next in the office. 
  Strategic Support West Berkshire Council, Council Offices, Market Street, Newbury RG14 5LD
Email:  [email address]
 01635 519747 (external)         2747 (internal)      
You should be aware that all emails received and sent by this Council are subject to the Freedom of Information Act 2000 and therefore may be disclosed to a third party.
Please consider the environment before printing this e-mail

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Sue Broughton, West Berkshire Council

3 Attachments

FoI/2014/648

Dear Mrs Giggins,

Request for information: Historic FoI logs

Please find attached the redacted FoI logs for 2009 and 2010. Names and addresses of the requesters have been removed from the relevant columns (the columns have been left in place for reference). You suggested that the requester details be redacted with a black line. I can find no way to carry out this process on an excel spreadsheet in a way which would leave the data permanently unreadable (and it would involve amending over 2,000 separate excel cells, which is a disproportionate amount of work), and have therefore removed the data entirely. Where requester details or details of other individuals appear in the body of the request column or response column I have removed the information, indicating that this was personal data. S40(2) & S40(3)(a)(i) of the Freedom of Information Act 2000 applies in all cases and a copy of the exemption is attached.

The staff data had already been removed from the 2009 spreadsheet at a previous date, but has been retained in the 2010 spreadsheet (staff data still appears in the Review and ICO review columns of both the spreadsheets). Please note that the staff to whom requests are sent are the designated service contacts for FoI requests, and not necessarily the staff who will eventually answer the request. Some staff cited are no longer working at the Council as this is a historic set of data.

You have said "if requestors names appear within the body of the request/response detailed on the spreadsheet I would like to see where (as a blacked out line) rather than the name be replaced by "the requestor" otherwise it will be difficult to identify whether the request was passed on to the service area anonymously or whether it gave the requestors details'.

It would not be possible to establish whether the request was passed on anonymously from information on the database, as this is not recorded (it has no relevance to the log). In most cases the request sent to the Council is passed on in its entirety to the Service. Where a minor amount of information is requested, a telephone call is often all that needs to be made to establish where the information is published, or to obtain information to answer the request - in such cases the request would not need to be passed on, and staff would not necessarily know the name of the requester. I am unable to say for the requests in 2009 and 2010 which were dealt with in this way.

If you are dissatisfied with our response, you may ask for an internal review. Please explain fully your reasons for requesting a review. You should contact David Lowe, Scrutiny & Partnerships Manager, Strategic Support, Council Offices, Market Street, Newbury RG14 5LD, email [email address] if you wish to request a review. If you are not content with the outcome of the internal review, you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
www.ico.gov.uk


Yours sincerely

Sue Broughton
Information Management Officer
Please note that I work part time and messages may not be answered until I am next in the office. 
  Strategic Support West Berkshire Council, Council Offices, Market Street, Newbury RG14 5LD
Email:  [email address]
 01635 519747 (external)         2747 (internal)      
You should be aware that all emails received and sent by this Council are subject to the Freedom of Information Act 2000 and therefore may be disclosed to a third party.
Please consider the environment before printing this e-mail

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