If you are a public authority with over 100 full time equivalent (FTE) employees, you should publish details of your performance on handling requests for information under FOIA 2000. This is part 8.5 of the section 45 code of practice.
We have written a set of definitions to clarify what data you need to collect. We have also produced three templates to help you compile these compliance statistics. You can choose to use your own recording system but our templates will aid consistency:
- Key data collection – this is data you should collect to comply.
- Additional data collection – this is data you could collect to give you a clearer understanding of your performance.
- Exemptions and exceptions data collection – this is data you could collect about exemptions and exceptions applied.
You should:
- Include all requests subject to FOIA or EIR (you may record FOI and EIR requests on separate forms, if appropriate).
- Decide what period you want to split the data into - our templates refer to a calendar quarter, but you can amend to any other period (eg a calendar month).
- Record data at the end of each period.
- Present each total in whole numbers only (include 0, if appropriate).
Please note:
- If you are subject to FOIA regulations under section 10(4), you should refer to statutory deadlines relevant to your organisation.
- Some of the following data collection refers to applying permitted extensions. For support on how to appropriately define a permitted extension, please refer to our guidance: Time limits for compliance under the Freedom of Information Act (Section 10).
Key data collection
| Data to collect | Definition | Which requests should we include? |
|---|---|---|
| Total requests received | All valid requests, including all processed and unprocessed requests. Do not include information requests that you have not responded to under FOIA (eg business as usual or subject access) | Received during the period |
| Total open requests | All requests that remain open, including any subject to a permitted extension | Received during the period |
| Total of open requests with permitted extensions – public interest test | All requests that remain open because you applied the public interest test to extend the time limit | Received during and before the period |
| Total of open requests with permitted extensions – complex and voluminous | All EIR requests that remain open because you applied a permitted extension due to the complexity or volume of the request | Received during and before the period |
| Total requests closed | All requests you closed, including withdrawn requests | Opened during and before the period |
| Total requests closed within statutory timescale | All requests you closed within the statutory 20 working day deadline or those you completed under permitted extensions, where appropriate | Opened during and before the period |
| Total requests closed with a permitted extension | All requests you closed using a permitted extension | Received during and before the period |
| Total requests closed outside statutory timescale | All requests you closed outside the statutory deadline, including all requests you closed in over 20 working days and beyond the reasonable limits of a permitted extension | Opened during and before the period |
| Total closed requests where information was granted in full | All requests you closed and provided all information | Opened during and before the period |
| Total closed requests where information was withheld in full | All requests you closed and withheld all information | Opened during and before the period |
| Total closed requests where information was partially provided | All requests you closed and partially provided information | Opened during and before the period |
| Total internal reviews received | All requests that resulted in you opening an internal review | Internal reviews received during the period |
| Total requests with a stopped clock for clarification | All requests that remain open because the request is on hold, awaiting requestor clarification | Received during and before the period |
| Total requests with a paused clock for fees notice | All requests that remain open because the request is on hold, awaiting payment of a fee | Received during and before the period |
Additional data collection
| Data to collect | Definition | Which requests should we include? |
|---|---|---|
| Compliance rate | The percentage of requests you closed within the statutory deadline or those you completed under permitted extensions | Received during and before the period |
| Total FOI requests received | Valid FOI requests you received, including all processed and unprocessed requests. Do not include information requests that you have not responded to under FOIA (eg business as usual or subject access) | Received during the period |
| Total EIR requests received | Valid EIR requests you received, including all processed and unprocessed requests. Do not include information requests you have not responded to under FOIA (eg business as usual or subject access) | Received during the period |
| Total of overdue requests | All requests that remain open which have exceeded the statutory 20 working days or are beyond the reasonable limits of a permitted extension | Opened during and before the period |
| Total of overdue requests over one month old | All requests that remain open which have exceeded the statutory 20 working days or are more than a month old and beyond the reasonable limits of a permitted extension | Opened during and before the period |
| Total of overdue requests over three months old | All requests that remain open which have exceeded the statutory 20 working days or are more than three months old and beyond the reasonable limits of a permitted extension | Opened during and before the period |
| Total of overdue requests over six months old | All requests that remain open which have exceeded the statutory 20 working days or are more than six months old and beyond the reasonable limits of a permitted extension | Opened during and before the period |
| Total of overdue requests over nine months old | All requests that remain open which have exceeded the statutory 20 working days or are more than nine months old and beyond the reasonable limits of a permitted extension | Opened during and before the period |
| Total of overdue requests over one year old | All requests that remain open which have exceeded the statutory 20 working days or are more than a one year old and beyond the reasonable limits of a permitted extension | Opened during and before the period |
| Exemptions and exceptions applied | Record the number of times you applied each exemption or exception. You should apply each exemption or exception only once per request | Closed during the period |
| Total closed requests where information was withheld under the provision at section 12 | All requests you closed as not complied with under the provisions of section 12 | Closed during the period |
| Total closed requests where information was withheld under the provision at section 14 | All requests you closed as not complied with under the provisions of section 14 | Closed during the period |
| Total internal reviews closed | All internal reviews you closed | Internal reviews closed during the period |
| Total internal reviews closed within code of practice and statutory timescales | All internal reviews you closed within the code of practice (FOI) or statutory (EIR) deadline | Internal reviews closed during the period |
| Total internal reviews closed outside code of practice and statutory timescales | All internal reviews you closed exceeding the code of practice (FOI) or statutory (EIR) deadline received during and before the period | Internal reviews received during and before the period |
| Total internal reviews closed and upheld in full | All internal reviews you closed where the original decision on information disclosure was fully upheld | Internal reviews closed during the period |
| Total internal reviews closed and partially upheld | All internal reviews you closed where the original decision on information disclosure was partially upheld |
Internal reviews closed during the period |
| Total internal reviews closed and overturned | All internal reviews you closed where the original decision on information disclosure was overturned | Internal reviews closed during the period |
| Total internal reviews open | All internal reviews that remain open | Internal reviews received during and before the period |
You can access our template here: