On what platforms your special advisors communicate

The request was successful.

Dear Ministry of Defence,

I am writing to submit a Freedom of Information request. I am very concerned that there is little to no digital record being captured regarding the MOD's Special Advisors Peter Quentin and Lucia Hodgson's correspondence.

My concern is this: if their emails and mobile phone messages are not being properly captured, then how are we to know how they influences the matters of the day?

As such can I ask - then - how many digital and/or written messages did the MOD's SPADs send on the 7 September 2020 in their capacity as Special Advisors to the MOD.

Can you please let me know:

1. The number of total messages.
2. The platforms on which such messages were sent, broken down by numbers (i.e. email, What’sApp, SMS text, letter, Snapchat, Zoom DMs, Twitter DMs, etc.).
3. Whether they used private or state-given platforms (emails, mobile phones etc.) for such correspondence - again broken down by numbers and platforms.

This might seem a little onerous as a request, but until we know the ways in which your special advisors correspond, we cannot demand such correspondence is both recorded for posterity and scrutinised for accountability.

Thank you in advance,

Yours,

Iain Overton
07984 645 145

Dear Ministry of Defence,

I note that any response to my request has been delayed. By law, the authority should normally have responded promptly and by 10 November 2020. I would be grateful for your reply.

Yours faithfully,

Iain Overton

TOG-FOI and PQ (MULTIUSER), Ministry of Defence

Dear Mr Iain Overton,

 

With apologies for not responding to you sooner, I write to you to provide
an update on your Freedom of Information request that you submitted on
13^th October 2020.

 

Whilst we have been working hard to try and achieve the 20 working day
target, we should advise that it is taking longer to provide a substantive
response to you. This is due to the ongoing Coronavirus pandemic and the
effect this has had on resources and the necessary changes to our ways of
working.

 

We will continue to process your request and will endeavour to have a
response completed as quickly as possible.

 

Apologies for any inconvenience caused.

 

Regards,

 

Top Office Group Business Management Support

 

-----Original Message-----
From: Iain Overton <[FOI #698427 email]>
Sent: 11 November 2020 09:12
To: CIO-FOI (MULTIUSER) <[email address]>
Subject: Internal review of Freedom of Information request - On what
platforms your special advisors communicate

 

Dear Ministry of Defence,

 

I note that any  response to my request has been delayed. By law, the
authority should normally have responded promptly and by 10 November 2020.
I would be grateful for your reply.

 

Yours faithfully,

 

Iain Overton

 

 

 

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Dear TOG-FOI and PQ (MULTIUSER),

I look forward to this response as soon as you can, please.

Yours sincerely,

Iain Overton

Dear TOG-FOI and PQ (MULTIUSER),

Is there an update to this request, please?

Yours sincerely,

Iain Overton

TOG-FOI and PQ (MULTIUSER), Ministry of Defence

Dear Mr Iain Overton,

Thank you for the email.

I have recently taken over the handling of your request and apologise for the embarrassing delay in getting a response to you but can assure you that I am currently liaising with colleagues in the appropriate unit in preparing a response.

I will inform you of the next steps once we have determined what we have in scope of your request.

Sincere apologies once again.

Kind regards,

Top Office Group - Business Manager

-----Original Message-----
From: Iain Overton <[FOI #698427 email]>
Sent: 16 February 2021 11:08
To: TOG-FOI and PQ (MULTIUSER) <[email address]>
Subject: RE: Internal review of Freedom of Information request - On what platforms your special advisors communicate: FOI2020/11443

Dear TOG-FOI and PQ (MULTIUSER),

Is there an update to this request, please?

Yours sincerely,

Iain Overton

-----Original Message-----

Dear Mr Iain Overton,

 

With apologies for not responding to you sooner, I write to you to provide

an update on your Freedom of Information request that you submitted on

13^th October 2020.

 

Whilst we have been working hard to try and achieve the 20 working day

target, we should advise that it is taking longer to provide a substantive

response to you. This is due to the ongoing Coronavirus pandemic and the

effect this has had on resources and the necessary changes to our ways of

working.

 

We will continue to process your request and will endeavour to have a

response completed as quickly as possible.

 

Apologies for any inconvenience caused.

 

Regards,

 

Top Office Group Business Management Support

 

-------------------------------------------------------------------

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[FOI #698427 email]

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Dear Sir/Madam,

Is there an update to this request, please? It is significantly over-due.

Yours sincerely,

Iain Overton

TOG-FOI and PQ (MULTIUSER), Ministry of Defence

Dear Mr Iain Overton, 
I apologise for the delay in responding to you. I am still liaising with
colleagues in the appropriate unit at present. 
Sincere apologies for the inconvenience caused. 

Thank you

 

Top Office Group – Business Manager

--------------------------------------------------------------------------

From: Iain Overton <[FOI #698427 email]>
Sent: 12 March 2021 07:27
To: TOG-FOI and PQ (MULTIUSER) <[email address]>
Subject: Re: Internal review of Freedom of Information request - On what
platforms your special advisors communicate: FOI2020/11443
 
Dear Sir/Madam,

Is there an update to this request, please?  It is significantly over-due.

Yours sincerely,

Iain Overton

-----Original Message-----

Dear Mr Iain Overton,

Thank you for the email.

I have recently taken over the handling of your request and apologise for
the embarrassing delay in getting a response to you but can assure you
that I am currently liaising with colleagues in the appropriate unit in
preparing a response.

I will inform you of the next steps once we have determined what we have
in scope of your request.

Sincere apologies once again.

Kind regards,

Top Office Group - Business Manager

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[FOI #698427 email]

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[1]https://gbr01.safelinks.protection.outlo...

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latest advice from the ICO:
[2]https://gbr01.safelinks.protection.outlo...

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-------------------------------------------------------------------

References

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TOG-FOI and PQ (MULTIUSER), Ministry of Defence

Dear Mr Iain Overton,

 

Once again, I apologise for the delay and am also pleased to inform you
that I now have all the information in scope of your request.

 

I am currently putting together a draft and will pass round for approval
before sending out to you.

 

I will continue to keep you updated. My aim is to get the response to you,
factoring in the upcoming bank holidays by Wednesday 7^th April or
earlier.

 

Thank you for your continued patience.

 

Regards,

 

Top Office Group Business Manager

 

 

From: TOG-FOI and PQ (MULTIUSER) <[email address]>
Sent: 15 March 2021 07:22
To: Iain Overton <[FOI #698427 email]>
Cc: TOG-FOI and PQ (MULTIUSER) <[email address]>
Subject: Re: Internal review of Freedom of Information request - On what
platforms your special advisors communicate: FOI2020/11443

 

Dear Mr Iain Overton, 

 

I apologise for the delay in responding to you. I am still liaising with
colleagues in the appropriate unit at present. 

 

Sincere apologies for the inconvenience caused. 

 

Thank you

 

Top Office Group – Business Manager

 

 

------------------------------------------------------------------------

From: Iain Overton <[1][FOI #698427 email]>
Sent: 12 March 2021 07:27
To: TOG-FOI and PQ (MULTIUSER) <[2][email address]>
Subject: Re: Internal review of Freedom of Information request - On what
platforms your special advisors communicate: FOI2020/11443

 

Dear Sir/Madam,

Is there an update to this request, please?  It is significantly over-due.

Yours sincerely,

Iain Overton

-----Original Message-----

Dear Mr Iain Overton,

Thank you for the email.

I have recently taken over the handling of your request and apologise for
the embarrassing delay in getting a response to you but can assure you
that I am currently liaising with colleagues in the appropriate unit in
preparing a response.

I will inform you of the next steps once we have determined what we have
in scope of your request.

Sincere apologies once again.

Kind regards,

Top Office Group - Business Manager

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[3][FOI #698427 email]

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[4]https://gbr01.safelinks.protection.outlo...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[5]https://gbr01.safelinks.protection.outlo...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

-------------------------------------------------------------------

References

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2. mailto:[email address]
3. mailto:[FOI #698427 email]
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hide quoted sections

TOG-FOI and PQ (MULTIUSER), Ministry of Defence

Dear Mr Iain Overton,

 

I would like to inform you that my substantive response to your request is
now at final stages of approval.

 

You would have received the response today, however I inadvertently missed
out one of the approvers hence the delay.

 

Sincere apologies.

 

Regards,

 

Top Office Group Business Manager.  

 

 

 

From: TOG-FOI and PQ (MULTIUSER) <[email address]>
Sent: 29 March 2021 14:19
To: TOG-FOI and PQ (MULTIUSER) <[email address]>; Iain Overton
<[FOI #698427 email]>
Subject: Internal review of Freedom of Information request - On what
platforms your special advisors communicate: FOI2020/11443

 

Dear Mr Iain Overton,

 

Once again, I apologise for the delay and am also pleased to inform you
that I now have all the information in scope of your request.

 

I am currently putting together a draft and will pass round for approval
before sending out to you.

 

I will continue to keep you updated. My aim is to get the response to you,
factoring in the upcoming bank holidays by Wednesday 7^th April or
earlier.

 

Thank you for your continued patience.

 

Regards,

 

Top Office Group Business Manager

 

 

From: TOG-FOI and PQ (MULTIUSER) <[1][email address]>
Sent: 15 March 2021 07:22
To: Iain Overton <[2][FOI #698427 email]>
Cc: TOG-FOI and PQ (MULTIUSER) <[3][email address]>
Subject: Re: Internal review of Freedom of Information request - On what
platforms your special advisors communicate: FOI2020/11443

 

Dear Mr Iain Overton, 

 

I apologise for the delay in responding to you. I am still liaising with
colleagues in the appropriate unit at present. 

 

Sincere apologies for the inconvenience caused. 

 

Thank you

 

Top Office Group – Business Manager

 

 

------------------------------------------------------------------------

From: Iain Overton <[4][FOI #698427 email]>
Sent: 12 March 2021 07:27
To: TOG-FOI and PQ (MULTIUSER) <[5][email address]>
Subject: Re: Internal review of Freedom of Information request - On what
platforms your special advisors communicate: FOI2020/11443

 

Dear Sir/Madam,

Is there an update to this request, please?  It is significantly over-due.

Yours sincerely,

Iain Overton

-----Original Message-----

Dear Mr Iain Overton,

Thank you for the email.

I have recently taken over the handling of your request and apologise for
the embarrassing delay in getting a response to you but can assure you
that I am currently liaising with colleagues in the appropriate unit in
preparing a response.

I will inform you of the next steps once we have determined what we have
in scope of your request.

Sincere apologies once again.

Kind regards,

Top Office Group - Business Manager

-------------------------------------------------------------------
Please use this email address for all replies to this request:
[6][FOI #698427 email]

Disclaimer: This message and any reply that you make will be published on
the internet. Our privacy and copyright policies:
[7]https://gbr01.safelinks.protection.outlo...

For more detailed guidance on safely disclosing information, read the
latest advice from the ICO:
[8]https://gbr01.safelinks.protection.outlo...

Please note that in some cases publication of requests and responses will
be delayed.

If you find this service useful as an FOI officer, please ask your web
manager to link to us from your organisation's FOI page.

-------------------------------------------------------------------

References

Visible links
1. mailto:[email address]
2. mailto:[FOI #698427 email]
3. mailto:[email address]
4. mailto:[FOI #698427 email]
5. mailto:[email address]
6. mailto:[FOI #698427 email]
7. https://gbr01.safelinks.protection.outlo...
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hide quoted sections

Top Office Group Business Manager, Ministry of Defence

1 Attachment

Dear Mr Iain Overton,

Please find attached our response to your recent enquiry.

I apologise once again for the delay in responding to you.

Regards,

Top Office Group Business Manager.

Dear Top Office Group Business Manager,

Thank you for your kind reply to my FOI.

However, I would like to ask the question very specifically - to be sure that you appreciate what I am asking and to ensure that the MOD and the Special Advisers are not in violation of an Act of Parliament.

Can the MOD confirm or deny that in the month of March 2021, its Special Advisers to your ministry used WhatsApp to conduct any business that might be considered pertinent to their roles as Civil Servants.

If so, how many WhatsApp messages were sent during this month by your Special Advisers.

Yours sincerely,

Iain Overton

Top Office Group Business Manager, Ministry of Defence

Dear Mr Iain Overton,

Your request has been logged under our reference FOI2021/04673 and the
target date for response is 1 June 2021.

Yours sincerely,

Top Office Group Business Manager

Top Office Group Business Manager, Ministry of Defence

1 Attachment

Dear Iain Overton,

With apologies for the delay, please find attached our response to your
recent enquiry.

Regards,

Top Office Group Business Manager

Dear Top Office Group Business Manager,

I am confused as to your reply.

My initial request asked this: “As such can I ask - then - how many digital and/or written messages did the MOD's SPADs send on the 7 September 2020 in their capacity as Special Advisors to the MOD.
Can you please let me know:
1. The number of total messages.
2. The platforms on which such messages were sent, broken down by numbers (i.e. email, What’sApp, SMS text, letter, Snapchat, Zoom DMs, Twitter DMs, etc.).
3. Whether they used private or state-given platforms (emails, mobile phones etc.) for such correspondence - again broken down by numbers and platforms.”

Your department replied that "A search for the information has now been completed within the Ministry of Defence, and I can confirm that all the information in scope of your request is held. On the 7th of September 2020, there were 34 messages sent by Special Advisers for the Ministry of Defence. The platform used was Microsoft Outlook using devices issued by the MOD... The SPADs did not send out any work-related messages using other platforms on the 7th of September 2020. "

As such you already confirmed to me in writing that you held the information that was sent. If you have not captured the information held on WhatsApp and or you have and have misled me, can I remind you that this is a criminal offence?

Can I ask you to - very carefully - review your reply to me, as I believe either you have got the first FOI wrong or you have contradicted yourself in the second.

I will seek to press criminal charges if you have misled me, as it is a criminal offence under the Act, as you know.

Yours sincerely,

Iain Overton

CIO-FOI-IR (MULTIUSER), Ministry of Defence

Dear Mr Overton,

We acknowledge receipt of your complaint found here - https://www.whatdotheyknow.com/request/o..., which asked for an internal review of the handling of your request under the FOI Act.

The Department's target for completing internal reviews is 20 working days from date of receipt and we therefore aim to complete the review and respond to you by 20 July 2021. While we are working hard to achieve this, in the interests of providing you with a realistic indication of when you should expect a response, the majority of reviews are currently taking between 20 and 40 working days to complete. We should also advise that the measures implemented by the Department to prevent the spread of COVID-19 may continue to impact upon our ability to complete the review within the above timescale but we will aim to provide you with an update, if necessary.

Before we can fully review your request we would be grateful if you could provide some clarification on your appeal.

We note that the email trail on which you submitted an appeal contains two separate requests covering two distinct and different time periods. The first request (reference FOI2020/11443) was submitted on 13 October 2020 and sought information on messages sent by MOD Special Advisors on 7 September 2020. Your second request (reference FOI2021/0467) was submitted on 30 April and sought confirmation as to whether MOD Special Advisors had conducted any business via WhatsApp during the month of March 2021.

Your complaint asks us to review the Department's reply to you, and we would be grateful if you could confirm which of the two responses you wish to be subjected to the review process.

Alternatively, as your appeal is based on your belief that one of the responses must be wrong, as they appear to be contradictory, it may be pertinent for the Department to attempt to informally resolve this matter before a formal internal review is conducted. The informal resolution process should be completed within ten working days, if you agree to such an approach being taken in this case.

Yours sincerely,

MOD Information Rights Compliance Team

CIO-FOI-IR (MULTIUSER), Ministry of Defence

Dear Mr Overton,

Following on from our email to you on the 25 June 2021 seeking further information relating to your request for internal review, we note that we are yet to receive a response from you. Please be aware that will be unable to progress your case until you have confirmed which of the requests on this thread it is you wish to undergo review.

Yours sincerely,

MOD Information Rights Compliance Team

-----Original Message-----
From: CIO-FOI-IR (MULTIUSER)
Sent: 25 June 2021 14:36
To: [FOI #698427 email]
Subject: RE: Internal review of Freedom of Information request - On what platforms your special advisors communicate

Dear Mr Overton,

We acknowledge receipt of your complaint found here - https://www.whatdotheyknow.com/request/o..., which asked for an internal review of the handling of your request under the FOI Act.

The Department's target for completing internal reviews is 20 working days from date of receipt and we therefore aim to complete the review and respond to you by 20 July 2021. While we are working hard to achieve this, in the interests of providing you with a realistic indication of when you should expect a response, the majority of reviews are currently taking between 20 and 40 working days to complete. We should also advise that the measures implemented by the Department to prevent the spread of COVID-19 may continue to impact upon our ability to complete the review within the above timescale but we will aim to provide you with an update, if necessary.

Before we can fully review your request we would be grateful if you could provide some clarification on your appeal.

We note that the email trail on which you submitted an appeal contains two separate requests covering two distinct and different time periods. The first request (reference FOI2020/11443) was submitted on 13 October 2020 and sought information on messages sent by MOD Special Advisors on 7 September 2020. Your second request (reference FOI2021/0467) was submitted on 30 April and sought confirmation as to whether MOD Special Advisors had conducted any business via WhatsApp during the month of March 2021.

Your complaint asks us to review the Department's reply to you, and we would be grateful if you could confirm which of the two responses you wish to be subjected to the review process.

Alternatively, as your appeal is based on your belief that one of the responses must be wrong, as they appear to be contradictory, it may be pertinent for the Department to attempt to informally resolve this matter before a formal internal review is conducted. The informal resolution process should be completed within ten working days, if you agree to such an approach being taken in this case.

Yours sincerely,

MOD Information Rights Compliance Team

hide quoted sections

Dear CIO-FOI-IR (MULTIUSER),

Thank you for this nudge.

I would like information on messages sent by MOD Special Advisors on 7 September 2020, as the first request might be considered too expensive to process.

Yours sincerely,

Iain Overton

CIO-FOI-IR (MULTIUSER), Ministry of Defence

1 Attachment

Dear Mr Overton,

 

Please find attached a response to your request for internal review.

 

Yours sincerely,

 

MOD Information Rights Compliance Team