Information Scotland

The Journal of the Chartered Institute of Library and Information Professionals in Scotland

February 2004 Volume 2 (1)

Conference report

Getting ready for Freedom of Information

January 14 saw delegates from public authorities across Scotland descend on Murrayfield for the second of two conferences.

The two conferences, jointly hosted by the Scottish Information Commissioner and The Stationery Office (TSO), were attended by over 600 delegates, mainly from Scotland’s public authorities. Speakers offered advice on preparation for FOI, and delegates were given the opportunity to share issues and concerns, through both question and answer sessions and electronic polling on key issues.

Although polling revealed that the majority of delegates felt that FOI would bring benefits to their organisation, two main obstacles were identified in preparation for FOI – inadequate records management and lack of awareness about the Act within their institutions.

Delegates concerns were acknowledged by all speakers, but Kevin Dunion (Scottish Information Commissioner) stressed that they could not be accepted as a justification should public authorities fail to comply with the Act when it comes into force in 2005. He added that authorities need to address these issues now.

Tavish Scott MSP (Deputy Minister for Finance and Public Services) mirrored these remarks, stating that the timetable for implementation in Scotland was “challenging, but deliverable”.

Polling revealed that over half of those who attended felt that their organisations current records management systems would not allow information to be retrieved in response to an FOI request.

More than 80% of delegates said their organisations plan to make changes to their current records management systems in preparation for FOI, with over 60% describing the changes required as ‘significant’.

The task facing records managers is considerable given that the Act applies not only to current paper and electronic records, but also retrospectively to information recorded in any format, including email, CCTV, microfiche and parchment.

George Mackenzie (Keeper of the Records of Scotland) offered practical advice on the Section 61 Code of Practice on Records Management. He advised that records managers should be looking to conduct an audit of the information they already hold, and should ensure that their retention and disposal policies are robust. He also said that, ideally, records managers should integrate records held in all formats into one system, in order to allow easy access.

Helena Jaderblom (Director, Swedish Ministry of Justice) spoke to delegates about the Swedish experience, where FOI has been in place for over 200 years. She emphasised the crucial importance of records management for its success, saying “the legislation is only as good as the records it covers”. She also suggested that training should be about attitudes as well as the letter of the Act, saying that staff should take pride in being of service to the public.

The Commissioner closed the conference by addressing the culture change that he believes the Act should bring within public authorities. “(Within authorities) it should not be remarked upon that someone is requesting information. Frontline staff should be confident about the information they are entitled to give out.”

The Commissioner went on to outline the situation in Australia, where the number of refusals of requests in individual states is very low, often less than 10%.

“That is what we should be aiming for in Scotland”, he concluded, “a new normality where there is real freedom of information.”

Website of the Scottish Information Commissioner: www.itspublicknowledge.info

Information Scotland Vol. 2 (1) February 2004

Information Scotland is delivered online by the SAPIENS electronic publishing service based at the Centre for Digital Library Research. SLAINTE (Scottish libraries across the Internet) offers further information about librarianship and information management in Scotland.

Last updated: 9 March 2004