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 UMIST
published the first set of results in February 2004. It is stated
that the organisations surveyed:
- took an average of twenty six (26) days to process a subject
access request.
- took an average of twenty seven (27) person hours to process
each subject access request.
- The organisations surveyed required an average of seven (7)
people to process each subject access request.
- 80% of the organisations surveyed, the individuals processing
each subject access request were spread across more than one department.
- an average of eight (8) departments was involved in the processing
of each subject access request.
- Almost a third of organisations surveyed receive requests requiring
access to email records.
- No one predicted a decrease in such requests.
- About 60% of respondents predicted the full implementation
of FOIA, come the 5th of January 2005 would see a significant
change on internal operations.
- Almost 20% of respondents predicted a major change to operations
with the full implementation of the FOI Act.
- The number of requests received ranged from only 1 to over
2000 per month.
- 90% of respondents predicted that the full implementation of
the FOI Act will see an increase in the number of requests received.
- Only 20% of respondents were confident in their ability with
existing processes and systems to service requests within the
20 day deadline.
- The majority of respondents did not possess a system for the
tracking of requests.
- None of the organisations surveyed have in place a system for
the monitoring of vexatious requests.
Conclusions:
- The processing of requests is a labour and data intensive process.
It is a predominantly manual process which can be improved by
technology.
- it is widely anticipated that the full implementation on FOI
will see a significant increase in the number of requests currently
received.
- There is a concern that the manual mechanisms currently in
place will be unlikely to cope with a significant increase.
- Technology can lend help, but is hampered by a poor recognition
of its role in bringing improvement. This is mostly due to a wrong
perception that it will replace people.
- Majority claim that with their existing infrastructure, they
have no confidence or have no idea of their capability to service
information requests within the twenty (20) day deadline.
- There is a lack of automated systems for tracking of requests
and disclosures.
- All these point to a need for an honest re-evaluation of existing
infrastructure
It is also recommended that organisations investigate into the
area of technological aids which can help with the process.
- The fact that a single information disclosure request can take
26 days to process and requires 7 people which can span up to
8 departments goes some way to prove this……
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