This request relates to your organisation’s handling of Freedom of Information (FOI) and Environmental Information Regulations (EIR) requests. Please provide the following:
1. The name of any case management or software system currently used to log, track and manage FOI/EIR requests, including any modules, add-ons or configured tools (for example a CRM, case management platform, shared mailbox or SharePoint list) used for this purpose.
Shared Outlook mailbox for receiving the requests.
iCasework for logging, tracking and managing requests.
SharePoint for receiving information from the relevant departments and storing it.
WordPress for publishing the responses.
2. A copy or extract of any recorded documentation (for example internal guidance, process maps or handling procedures) describing how FOI/EIR requests are logged, tracked and managed. If no such documentation is held, please confirm that.
Please see this Devon County Council (DCC) webpage for this information.
3. The number of full-time equivalent (FTE) staff involved in processing FOI/EIR requests, and the job titles of those roles. I am not requesting the names of any individuals; job titles or role descriptions are sufficient.
DCC does not employ staff to work solely on FOI/EIR requests, this work comes under the general remit of the Information Governance team. However, the following roles process FOI/EIR requests as part of their role and spend the approximate amount of FTE on this processing.
Information Governance Officer – logs, acknowledges, seeks clarification and responds to straightforward requests. 0.5 FTE.
Senior Information Governance Officer – processes the more complex FOI/EIR request responses 2 FTE.
4. Any recorded information describing how FOI/EIR requests are assigned and coordinated across the organisation ‘ for example, whether a central team handles requests end-to-end, or whether requests are passed to individual departments or teams to respond directly. If no such information is held, please confirm that.
Please see this DCC webpage for this information.
5. Any recorded information setting out internal target response times for FOI/EIR requests in addition to the statutory 20 working day deadline ‘ for example internal service level agreements, process checklists or workflow timelines. If no such information is held, please confirm that.
When requests are distributed to services for response they are provided with specific timelines as can be seen on this DCC webpage.
6. For each of the last five financial years ending 31 March (2021-22, 2022-23, 2023-24, 2024-25 and 2025-26), please provide separately for each year:
a The number of FOI requests received
b The number of EIR requests received
c The number of Subject Access Requests (SARs) received
d The number of each of the above completed within the applicable statutory timeframe.
Please see this DCC spreadsheet for this information.