JADE: The Freedom of JADE: The Freedom of Information Tracking Information Tracking SystemSystemCayman Islands GovernmentFreedom of Information Unit / Computer Services Department

Agenda – Half-Day CourseAgenda – Half-Day Course• Registration and Welcome 8.30 – 9.00

• Introductory Presentation 9:00 – 9:20

• PowerPoint Demonstration 9.20 – 9:50

• Morning Break 9.50 – 10.00

• System Tips Presentation 10:00 – 10:15

• Exercises 10:15 – 12:30

Presentation AgendaPresentation Agenda Overview• What the FOI Law Says• Tracking Requests• Goals• Request Life Cycle• Reports

Demonstration

• System Tips• Common Issues• Demonstration

Hands-on Exercises

OverviewOverview• Information Managers are FOI Law experts

• Prior IM Training recommended but not required• JADE is a Tracking, Monitoring and Reporting System

• Supports processing of FOI requests• JADE is NOT a Document Management System• Using JADE is required by the FOI Regulations• This is an introductory training session• JADE is web (intranet) based. Inside / outside govt. • Remote Access Tokens are required for outsider users• Support for FOI procedures is available from the FOI

Unit• Support for technical issues is available from CSD• Help Text is available in JADE throughout the process

1. Log requests & appeals

Capture information about applicants and third parties, FOI requests and Appeals

2. Support workflows and processes

Assist public authorities to follow their own processes for handling FOI requests, including assigning of requests, notification alerts, tracking and approvals

3. Manage fees Calculate and record any fees to be charged in association with FOI requests

4. Manage enquiries Provide methods of locating FOI requests and appeals that are held in the system and monitor performance using a number of different views

5. Manage correspondence

Automatically generate correspondence with the applicant at key stages in the handling process, allow logging of other correspondence

6. Support appeals processes

Assist public authorities to manage each stage of the appeal process including internal reviews, appeals to the Information Commissioner and judicial reviews

7. Central monitoring Support the compilation of statistics and reporting across Government internally, and by the FOI Unit and Information Commissioner

8. Reporting Support public authorities’ in-house performance monitoring using pre-defined reports, ad-hoc reports and the ability to export information, produce quarterly report required by the ICO

10. System administration

Allow an authorised user to define user permissions, correspondence templates and business rules; ability to interface with other systems

Functional RequirementsFunctional Requirements

Your Mandate by LawYour Mandate by Law24. The Information manager shall, in the monitoring and

tracking computer system used by Government, keep a register of applications in electronic form which shall include but not be limited to-

(a) an application number;(b) the name of the applicant;(c) the date of the application;(d) a summary of the applicant’s request;(e) the date the response was sent to the applicant;(f) a summary of the information provided, where

information was provided;(g) where the application was refused, the specific clause

relied upon with an explanation of reasons; and(h) whether an appeal was filed and the outcome of that

appeal.

- The FOI (General) Regulations, 2008

What Must be TrackedWhat Must be TrackedReceipt of request and applicant detailsOfficer responsible for handing the

requestExpedited requests and 30-day

extensions taken under s.7(4) of the FOI Law

Clarification and ALL other correspondence with applicants, formal or informal

Formal acknowledgementTransfers and split requestsCommunication within your PA to get

records

What Must be Tracked What Must be Tracked (cont)(cont)

What records were gathered and where they are

Review of records – legal opinions, exemptions, redactions, public interest test considerations

Relevant third parties and any consultation with them regarding release of their information

Estimate of fees and payment of feesFormal decisions and outcomes – in detail!Formatting and provision of recordsInternal Reviews and appeals

Goals of JADEGoals of JADETo know what requests have been received and

whenTo easily find out what the status of each

request is◦ Very important with more than one FOI staff member

To manage timelines and ensure excellent customer service

To demonstrate your performanceTo avoid duplication of applicants and requestsTo quickly identify repeated or vexatious

requestsTo audit the trail of actions taken

◦ Very important for internal reviews and appealsTo ensure consistency in approach and responseTo provide accurate information to the ICO

Request Life Cycle - SummaryRequest Life Cycle - Summary• Receipt • Pre-Screen• Locate• Assemble• Review• Estimate Fees• Fees• Format• Provide• Publish• Closed• (Internal Review, Appeal, Judicial Review)

Request Life Cycle - DetailsRequest Life Cycle - Details• Receipt

• Receive Request• Clarify• Expedite• Acknowledge

• Pre-Screen• In the Public Domain? Vexatious?• Narrow the Scope• Diversion of resources• Third Party

Request Life Cycle (cont)Request Life Cycle (cont)• Locate

• Do you have the record?• Split the Request• Transfer it to another Public Authority• Close request – no records found

• Assemble• Gather the records• Run Reports• Extend time

Request Life Cycle (cont)Request Life Cycle (cont)

• Review• Refer to Legal Department• Add a third party• Exempt or Excluded?• Decide to Grant (full/partial) or Deny Access• Defer Access

• Estimate Fees (optional)• Reproduction• Time and Materials • Fixed Fees• Send Estimate For Fees

Request Life Cycle (cont)Request Life Cycle (cont)• Fees

• Accept Payment or Grant Waiver• Non-payment of fees letter (close)

• Format• Convert raw records into format for Applicant• Photocopy, Audio Media, Maps etc

• Provide• Record Outcome in disclosure log• Office Inspection (free)

• Manage Appointments• Ship via post, courier etc.

Request Life Cycle (cont)Request Life Cycle (cont)• Publish (optional)

• www.gov.ky• Public Authority web site• Conventional Publication• Location of documents• Record outcome

• Closed• Publish JADE Reports (how did we do?)• Wait for an Appeal

• Internal Review, Appeal, Judicial Review

Outcomes in JADEOutcomes in JADEPossible outcomes:

◦ Refused Vexatious, substantially similar, diversion of resources

◦ Public domain◦ No records found/exist◦ Excluded

Explicitly under s. 3(5) of the FOI Law Another law takes precedence

◦ Deferred◦ Granted in Full◦ Granted in Part◦ Exempt◦ Withdrawn by applicant (explicitly or deemed)◦ Administrative Closure – duplicate request, etc

Check out the FOI Unit Outcomes Circular!!

JADE ReportsJADE ReportsThese reports are only as accurate as

the data you input in the system.

JADE provides instant reporting for:◦ New Requests◦ Closed Requests◦ Request outcome◦ Disclosures◦ Fees◦ Point in Time◦ Days to Complete◦ Transfers◦ ICO Report

LIVELIVEDEMONSTRATIODEMONSTRATIO

N OF JADEN OF JADE

System TipsSystem TipsThere are a few common sense points to note:• Ensure all information provided is accurate.• Update JADE in a timely fashion.• Record EVERYTHING that happens.

• You are not the only one who will be viewing this information, it should be easily understood by anyone who has to access the file.

• Avoid duplicating applicants, third parties and requests.

• Always record an outcome (the correct outcome!).• Fill in as much data as possible even if it isn’t

mandatory.• Specifically in “comments” sections, and when mistakes were made.

Common Issues With JADECommon Issues With JADENot updating/closing requests promptly

◦ Timelines will be incorrect if entered late◦ Requests may be missed in the ICO quarterly

reports◦ Update JADE same day and if you have made the

decision and delivered the records CLOSEIncorrect outcomes being entered

◦ Particularly for partial access, full access Not all outcomes recorded (e.g. exemptions)

Not backdating correspondence where necessary

Entering more than the description (i.e. notes, salutations) in the request details

Common Issues With JADE Common Issues With JADE (cont)(cont)Transfers

◦ Duplicates entered instead of receiving from queue

◦ Not recording an outcome for each public authority

Not splitting requests correctly/at allNeglecting the correspondence history

◦ “Note to file” for internal observationsLogging reviews/appeals as a new request

◦ Some are not logged at all…REMEMBER: Garbage in… Garbage out

JADE Release NotesJADE Release NotesAs the system is updated you can

tell what changes are made, including new features and bugs that have been fixed.

Look under “Help” “JADE Release Notes” to view each new version by release date.

Ask for Help and Report Ask for Help and Report ProblemsProblems

• The JADE Training module will always be available

• Advice from the FOI Unit◦ The usual procedural advice related to FOI

We cannot give legal advice!◦ Assistance with navigation

• Assistance from the Computer Services Department◦ JADE unavailable◦ Errors logging into JADE◦ Errors in application◦ Very basic assistance with navigation ◦ Re-opening closed requests

HANDS-ON EXERCISESYou will not complete all exercises before you can

leave. After you have finished #s 1 – 6 you can do

the other exercises in any order that you wish.

For #s 5 – 6 you need to have a partner.

You have to complete exercise #10 before you can move on to #s 13 and 14.