Local government expert Colin Stenning recently called FOI disclosure logs a “missed opportunity” and encouraged their takeup to improve transparency.
We want to launch something quickly, and build on it over time. We’ve costed building an FOI content type, and a list view allowing citizens to filter and search them.
There’s a list of other features we could include below, and we encourage everyone to let us know which are essential for launch.
User stories
Discovering and searching for information
As a citizen
I need to search public FOI requests using keywords, categories (and dates?)
So that I can find if my question has already been answered without submitting a duplicate request
As a citizen
I need to see a clear indication of whether the information is ‘Published’, ‘Partially Withheld’ or ‘Withheld’ for every request
So that I understand why some information might be missing
As a researcher or journalist
I need filter requests by a specific council service (e.g., Housing, Transport, Planning)
So that I can quickly find information that relates by my area of work
As a visually impaired person
I need the published documents to be screen reader friendly and available in accessible formats
So that I can access the information quickly and independently
Publishing information
As a council officer
I need to quickly and easily publish requests with categories and typical attachments (eg PDF, Word, Excel)
So that I can get on with other jobs in my day
As a council officer
I need an easy way to redact sensitive data (eg email addresses, phone numbers, commercial arrangements)
So that I can publish correct information quickly and accurately
Work
‘FOI request’ content type
Selected editors will be able to create and edit a new content type called ‘FOI request’ with the following fields:
- Case reference
- Date of request
- Date information supplied
- Status of request (eg Published, Partially Withheld or Withheld)
- Facets (eg similar to https://www.whatdotheyknow.com/browse, with the ability to add, edit and delete them)
- Request
- Response
- Attachments
- Related FOI requests (ability for an editor to link to other requests that might answer similar questions)
This new content type will work with LocalGov Workflows, so creation, editing and publishing can be assigned according to your council’s needs.
Future phases of work could allow citizens to submit FOI requests via a form, and ongoing management to be done wholly in LocalGov Drupal - see ‘Possible later features’ below.
Disclosure log of FOI requests
All published FOI requests will be shown in a public disclosure log with the following fields visible:
- Case reference
- Subject of request (and link to the content)
- Requester name
- Date of request
- Status of request
- Facets
Users will be able to search with plain text, and filter with facets (and between date ranges?).
We intend to use the new Finders module as a building block for this, further testing it and making it more usable for similarly structured content.
Accessibility and usability
As a public facing government tool, all work will meet WCAG 2.2 Level AA accessibility requirements. It will also be tested thoroughly with councils who pledge to fund this work.
Privacy and security
- GDPR and data retention: Submissions will contain personal data (e.g. the requester’s name and contact details) so we’ll need to set how long a submission/ response should be kept before being deleted
- Private file storage: File storage will be set to private by default, ensuring attachments are only exposed through the public disclosure log display and publishing
- Refusal and exemption recording: FOI requests are frequently refused under specific statutory exemptions (e.g. s.40 personal information, s.41 confidentiality) so the system needs to support this
Estimated time/ cost
This project will be built by The Confident (LGD front-end lead, Mark Conroy’s agency).
- Day rate: £700
- Estimated effort: 13 days
- Total: £9,100 + VAT (where applicable)
As an open-source LocalGov Drupal module, ongoing maintenance will be a shared community responsibility. The Confident will be available to support future enhancements. Councils are encouraged to contribute to the module’s development and to raise issues via the LGD community channels.
Get involved!
We’re now opening this to everyone in the community to raise funds and hear your comments. Please Will Callaghan via the LocalGov Drupal Slack, or email will@localgovdrupal.org.
- if you’d like to contribute to the cost of this feature
- with thoughts on what should be included at launch (see also a list of possible later features below)
- about legal and compliance requirements for data retention periods
The work will go ahead once we have sufficient pledged funds.
Possible later features
- Redactions Editors might need to redact content, and we’re keen to explore exact needs with councils. There is already work that can be reused from another module, built by one of our certified suppliers, The Confident.
- Email notifications: Automated email notifications will be sent to the original requester at key stages: on submission (with reference number), when additional information is requested, and when a response is published. Notification rules and recipients will be configurable by editors and admins.
- Case management work to make this system stand alone, and capable of managing FOI requests from start to finish:
- Submission: Citizens (anonymous users) create initial FOI requests via a form, reducing the burden on site administrators and providing a reference number on submission
- Processing: Editors fill out the remaining fields, attach files, record any exemptions applied, and manage the request through its workflow states
- Status tracking: Each FOI request will move through defined workflow states - such as Received, Under Review, Responded, Refused, and Under Internal Review - visible to administrators and potentially to the public on the disclosure log
- Access and roles: Roles will be defined for: Anonymous users (initial submission only), Editors (processing, redaction, file attachment, exemption recording), and Admins (publishing, configuration, purging)
- Bulk and repeat requests: Editors link or consolidate near-identical requests, reducing duplication and improving the usefulness of the public log
- Appeal and internal review: A flag or workflow state will be provided for requests that are subject to internal review following a requester’s appeal, ensuring these are tracked and not inadvertently published
- Deadline tracking: The FOI Act 2000 requires councils to respond within 20 working days. Our system could track this deadline per request and surface alerts when responses are approaching or have exceeded it
- Submission: Citizens (anonymous users) create initial FOI requests via a form, reducing the burden on site administrators and providing a reference number on submission