Decision details

The report sought approval for the Council’s Corporate Public Information and Information Requests Policy, following completion of a scheduled review.

The Mayor considered a report regarding the Public Information and Information Requests Policy.

The report sought approval for the Council’s Corporate Public Information and Information Requests Policy, following completion of a scheduled review.

The policy ensured that the Council met the requirements of the Local Government Transparency Code 2015 and associated guidance, proactively identified and published datasets over and above those required by the Code to minimise the need for individuals or organisations to submit statutory information requests.

The decision required Single Member Executive approval as it was a ‘minor variation to an existing policy or procedure’, as per Section 6.38.2(a) of the constitution.

The Public Information and Information Requests Policy applied to all services including services directly provided by the Council, by a contractor or through a partnership which the Council led.

The policy set out how the Council would respond to information requests submitted to the Council by individuals and organisations that could fall within the rights established by the Freedom of Information Act (FoIA), Environmental Information Requests (EIR), General Data Protection Regulations (GDPR) and the Data Protection Act (DPA).

The policy set out how the Council would proactively publish data to reduce the need for people to submit requests.  The policy set out that the Council would respond to requests in line with statutory timescales.

Separate processes were in place for Councillor enquiries; legal requests; and CCTV requests.

The policy was reviewed every three years unless there were changes to legislation in the intervening period, or other events that would require an earlier review. 

OPTIONS

The Council could choose not to adopt corporate policies on requests for information. However, statutory duties would remain in place.  Without a standard approach, there was an increased risk of making decisions that failed to meet those duties, which could result in financial penalties.  Given these duties, this option was not recommended.

ORDERED that the revised Public Information and Information Requests Policy be approved.

REASONS

Consideration of policy was required to ensure compliance with the Council’s statutory responsibilities which will ensure the Council articulated how it would deal with requests for information and what could be expected from that process.