Evidence submitted by Kath Matley, FOI
co-ordinator, Association of Greater Manchester Authorities (AGMA)
The members of the AGMA Data Protection and Freedom
of Information Group work together to develop a common and consistent
approach to the implementation of the Freedom of Information Act
across Greater Manchester. The authorities have jointly funded
the post of FOI and DP coordinator to organise this activity.
Different combinations of group members work on specific projects,
the results of which are shared with the group as a whole.
The AGMA District Secretaries have regular meetings
about the implementation of FOI, and there is also a group of
practitioners from each authority, chaired by the FOI Coordinator,
which meets to discuss questions and problems, and to work on
a series of projects. With the FOI Coordinator attending both
groups, there is a bridge between the two and a clear mandate
for work to be taken on and completed.
The FOI Coordinator is based at Oldham Council,
but visits all of the member authorities to attend internal FOI
and DP meetings, sub-group meetings and to give advice on specific
issues.
AIMS/OBJECTIVES
— To ensure that all of the Greater
Manchester Authorities are prepared for the introduction of access
rights under the Freedom of Information Act from January 2005.
— To develop a common approach when
preparing for the implementation of the Freedom of Information
Act.
— Wherever possible, to develop and
implement the same tools and standards for dealing with FOI requests
so that people requesting information from any council in Greater
Manchester receive a consistent response.
— Where local circumstances or practicality
prevents a single approach from being adopted, to test the strengths
and weaknesses of approaches developed at member authority
— To provide support and advice to
all members of AGMA who are working on implementing FOI.
— To increase the value of staff working
on FOI issues by pooling their time and developing projects jointly
RESULTS/OUTCOMES
— Consistent levels of awareness about
FOI.
— Individual and large-scale training
procedures and events for staff.
— A common approach to, and consistent
procedures for, the processing of applications under FOI, and
any subsequent appeals or complaints.
— A common approach to charging fees.
— By amending an existing product with
the assistance of the vendor, development of an FOI training package
with particular relevance to AGMA councils.
— A package of documents to deal with
contractual issues (including an FOI information leaflet for contractors,
and a standard FOI clause for contracts).
— Guidance on the FOI exemptions and
"public interest test" tailored for both front-line
staff and decision-makers.
— Encouraging authorities share the
outcomes of work which has been completed inside one council (FOI
forms in Bury, contracts in Stockport, or FOI guidance in Wigan)
to all members.
MEASURES USED
TO ASSESS
THE LEVEL
OF ACHIEVEMENT
It is difficult to fully assess the overall
impact of the project because the FOI Act has not yet been implemented.
The effectiveness of measures like a charging procedure cannot
be assessed. However, working together has ensured that most aspects
of the Department of Constitutional Affairs FOI Action Plan have
been or are being met across the 10 authorities.
As an early indication of achievement, the project
assisted all of the Authorities involved to secure approval of
their FOI Publication Scheme by the Information Commissioner,
and a number have secured further approval following review of
their scheme facilitated by the FOI co-ordinator.
FINANCIAL COSTS
Each authority has contributed towards the post
of FOI co-ordinator. Beyond that, it is impossible to calculate
the cost because each member has given the staff time and other
resources necessary to make the project work, but the advantages
to the Authority of giving staff time jointly are likely to be
an overall time and resources saving.
HUMAN RESOURCES
As well as the FOI co-ordinator and a recently-appointed
Records Management Co-ordinator employed on a similar basis, each
authority has members of staff who work either full or part-time
on FOI issues. In addition specialist advice from Legal officers,
procurement staff, audit and other specialists is provided by
the Authorities.
WHAT MAKES
IT WORK,
IN THE
AUTHORITY'S
VIEW
— Clear responsibility on the FOI co-ordinator
to ensure that work is carried out, and each authority meets its
targets.
— Clear decision-making from the District
Secretaries, marking out areas where a common approach is deemed
necessary or valuable.
— Willingness by all members to work
on projects which benefit the rest of the group as well as the
individual authority.
EVALUATION OR
ASSESSMENT OF
IMPACT OF
WORK IN
THE COMMUNITY
The biggest impact on individuals will be when
full access rights under Freedom of Information Act are implemented
in January 2005. Only when members of the public are making requests
and receiving responses will it be clear whether our preparations
have been sufficient and the success or otherwise of the project
will become apparent. However, AGMA will have considered problems
and requirements in advance, and pooled resources to deal with
them.
Kath Matley
AGMA
October 2004
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