information asset register: FOIA

Lucas87 made this Freedom of Information request to Department for Environment, Food and Rural Affairs

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 partially successful.

Dear Department for Environment, Food and Rural Affairs,

This is a request for information under the Freedom of Information Act.

The request:

I would like to request copies of information asset registers (IARs), or equivalent files, held by [PUBLIC AUTHORITY NAME].

Information Assets and Information Asset Registers:

According to the National Archives, an “information asset” is “a body of information, defined and managed as a single unit so it can be understood, shared, protected and exploited effectively.” (http://www.nationalarchives.gov.uk/docum...)

As once defined by the Department of Trade and Industry, “information asset registers” are registers of “unpublished information holdings i.e. information or collections of information, held electronically or in hard copy, which have (usually) not been published or made publicly available. The IAR does not provide direct access to the information holdings themselves. It is a means of alerting the public to the existence of the unpublished information and whom to contact.” (http://webarchive.nationalarchives.gov.u...)

The Office of Public Sector Information (OPSI) defined an IAR as listing “information resources held by the UK Government, concentrating on unpublished resources. In doing so it enables users to identify, from one single source, the information held in a wide variety of government departments, agencies and other organisations.” (http://tna.europarchive.org/201004021343...) The OPSI provided a template of an IAR with the following characteristics:

TITLE: Title of resource, with additional or alternative titles if they exist.

IARN: The IAR Number; a unique number identifying each record. The first part of the number indicates which organisation created the record.

IDENTIFIER: Identifier or acronym by which the resource may be commonly known, or file name with full path.

DESCRIPTION: A description of the information contained the resource. An abstract if the resource is document-like. A content description of visual or other resources.

SUBJECT: Keywords and phrases indicating the subject matter of the resource.

COVERAGE: Geographic area covered by the information in the resource.

DATE: The date on which the resource was created or published.

UPDATING FREQUENCY: For databases etc, to indicate currency.

DATE MODIFIED: The date on which a database or other resource was last updated.

SOURCE: The source(s) of the information found in the resource.

FORMAT: Physical formats of resource. Examples: Book, CD-ROM, Database (Access 97;); Collection of documents (Word 6, 17 files)

LANGUAGE: The language(s) of the resource content.

AUTHOR: Person, group or organisation responsible for the intellectual content of the resource.

PUBLISHER: The office or organisation to be contacted for further information about, or access to, the resource.

RIGHTS: Basic indication of the user’s rights to view, copy, redistribute or republish all or part of the information held in the database.

CATEGORY: A term/terms from the Government Category List (GCL). Users can search for all the records covered by each term from the GCL.

Responding to the request:

If you do not hold IARs, please provide other indexes or registers of information, which fulfil a function similar to that of an information asset register, such as an index, contents page or summary file for a large database, or a list of computer folders.

I also point to the Code of Practice on the management of records issued under section 46 of the FOI Act, which advocates the need for good records and information management as access rights are “of limited value if information cannot be found when requested”.

I would like to receive this information in an electronic format. If you feel that a substantive response to this request is not possible within a reasonable time frame I would be grateful if you could contact me and provide assistance as to how I can refine the request. I look forward to receiving a response in 20 working days.

Many thanks,

Helpline, Defra (MCU), Department for Environment, Food and Rural Affairs

Thank you for your email. We have a target of replying to emails within 15
working days where a response is required, and 20 working days where a
case is handled under the Freedom of Information Act 2000 or the
Environmental Information Regulations 2004. If you need a reply before
then, please call the Defra Helpline on 03459 33 55 77, or visit
[1]https://www.gov.uk/government/organisati....
We often receive thousands of identical emails each month from organised
campaigns. Ministers and officials are made aware of these campaigns, but
unfortunately we cannot reply to each email when such large volumes are
received.
Best wishes,
Ministerial Contact Unit
 
 

Department for Environment, Food and Rural Affairs (Defra)

This email and any attachments is intended for the named recipient only.
If you have received it in error you have no authority to use, disclose,
store or copy any of its contents and you should destroy it and inform the
sender.
Whilst this email and associated attachments will have been checked for
known viruses whilst within Defra systems we can accept no responsibility
once it has left our systems.
Communications on Defra's computer systems may be monitored and/or
recorded to secure the effective operation of the system and for other
lawful purposes.

References

Visible links
1. https://www.gov.uk/government/organisati...

Information Requests (DEFRA), Department for Environment, Food and Rural Affairs

1 Attachment

 
Dear Lucas
 
Please find attached an acknowledgement letter for your request for
information received on  20 February 2017.
 
Kind Regards
 
 
Marie Davies
 
Marie Davies
Information Rights Team
[1][email address]
 
 
 

Department for Environment, Food and Rural Affairs (Defra)

This email and any attachments is intended for the named recipient only.
If you have received it in error you have no authority to use, disclose,
store or copy any of its contents and you should destroy it and inform the
sender.
Whilst this email and associated attachments will have been checked for
known viruses whilst within Defra systems we can accept no responsibility
once it has left our systems.
Communications on Defra's computer systems may be monitored and/or
recorded to secure the effective operation of the system and for other
lawful purposes.

References

Visible links
1. mailto:[email address]

Information Requests (DEFRA), Department for Environment, Food and Rural Affairs

1 Attachment

Dear Mr Lucas,
 
Please find attached an extension letter in relation to your request for
information.
 
Thanks,
Marie Taylor
 
Marie Taylor | EIR/FOIA Casework Officer | Information Rights Team |
Department for Environment, Food and Rural Affairs | Address: Area 4A,
Nobel House, 17 Smith Square, London, SW1P 3JR
 
 

Department for Environment, Food and Rural Affairs (Defra)

This email and any attachments is intended for the named recipient only.
If you have received it in error you have no authority to use, disclose,
store or copy any of its contents and you should destroy it and inform the
sender.
Whilst this email and associated attachments will have been checked for
known viruses whilst within Defra systems we can accept no responsibility
once it has left our systems.
Communications on Defra's computer systems may be monitored and/or
recorded to secure the effective operation of the system and for other
lawful purposes.

Information Requests (DEFRA), Department for Environment, Food and Rural Affairs

1 Attachment

Dear Mr Lucas,
 
Please find attached a further extension letter in relation to your
request for information.
 
Thanks,
Marie Taylor
 
Marie Taylor | EIR/FOIA Casework Officer | Information Rights Team |
Department for Environment, Food and Rural Affairs | Address: Area 4A,
Nobel House, 17 Smith Square, London, SW1P 3JR
 
 

Department for Environment, Food and Rural Affairs (Defra)

This email and any attachments is intended for the named recipient only.
If you have received it in error you have no authority to use, disclose,
store or copy any of its contents and you should destroy it and inform the
sender.
Whilst this email and associated attachments will have been checked for
known viruses whilst within Defra systems we can accept no responsibility
once it has left our systems.
Communications on Defra's computer systems may be monitored and/or
recorded to secure the effective operation of the system and for other
lawful purposes.

Dear Information Requests (DEFRA),

Thank you for your letter outlining the extension of the period in which to consider the public interest. Could you kindly confirm whether all, or part, of the information is under PIT consideration. If there is information which does not potentially relate to s31, which I presume is likely to be the case, then please respond to the request in respect of that information.

Yours sincerely,

Lucas Amin

Information Requests (DEFRA), Department for Environment, Food and Rural Affairs

Dear Mr Amin,

Thank you for your email below. When extending under the FOIA we are not obliged to confirm whether all or part if the information in under PIT consideration, or to provide any information that is not being considered under an exemption.

As we are not obliged to do the above actions, and also as it would add an additional burden on the Department to handle cases in this way, we are not willing to consider you case in this way.

Thanks
Marie

show quoted sections

Information Requests (DEFRA), Department for Environment, Food and Rural Affairs

1 Attachment

Dear Mr Lucas,
 
Please find attached a further extension letter in relation to your
request for information.
 
Thanks,
Marie Taylor
 
Marie Taylor | EIR/FOIA Casework Officer | Information Rights Team |
Department for Environment, Food and Rural Affairs | Address: Area 4A,
Nobel House, 17 Smith Square, London, SW1P 3JR
 
 

Department for Environment, Food and Rural Affairs (Defra)

This email and any attachments is intended for the named recipient only.
If you have received it in error you have no authority to use, disclose,
store or copy any of its contents and you should destroy it and inform the
sender.
Whilst this email and associated attachments will have been checked for
known viruses whilst within Defra systems we can accept no responsibility
once it has left our systems.
Communications on Defra's computer systems may be monitored and/or
recorded to secure the effective operation of the system and for other
lawful purposes.

Information Requests (DEFRA), Department for Environment, Food and Rural Affairs

2 Attachments

Dear Mr Amin,
 
Please find attached the response to your request for information.
 
Thanks,
Marie Taylor
 
Marie Taylor | EIR/FOIA Casework Officer | Information Rights Team |
Department for Environment, Food and Rural Affairs | Address: Area 4A,
Nobel House, 17 Smith Square, London, SW1P 3JR
 
 

Department for Environment, Food and Rural Affairs (Defra)

This email and any attachments is intended for the named recipient only.
If you have received it in error you have no authority to use, disclose,
store or copy any of its contents and you should destroy it and inform the
sender.
Whilst this email and associated attachments will have been checked for
known viruses whilst within Defra systems we can accept no responsibility
once it has left our systems.
Communications on Defra's computer systems may be monitored and/or
recorded to secure the effective operation of the system and for other
lawful purposes.