JADE IT Tracking System
The Freedom of Information Plan identified the need for the development of an IT tracking and monitoring solution capable of assisting public authorities to manage, track and report on Freedom of Information requests received under the FOI Law.
The FOI Tracking system developed by the Computer Services Department and FOI Unit with input from the Portfolio of the Civil Service and the Cayman Islands National Archives called JADE is used to support the processing, tracking and reporting of FOI requests.
This system is not used to store and manage FOI records.
The FOI (General) Regulations mandate that all public authorities and Information Managers in the Cayman Islands use the monitoring and tracking system to keep an electronic register of the following :-
- application number
- name of applicant
- date of application
- summary of the request
- date of response
- summary of decision
- notification of appeal and decision on appeal
Summary of Functional Requirements
The JADE system is able to perform the following actions:
- 1. Log requests & appeals
- Capture information about applicants, FOI requests and appeals
- 2. Support workflows/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
- 6. Support appeals processes
- Assist public authorities to manage each stage of the appeal process including internal reviews and appeals to the Information Commissioner
- 7. Central monitoring
- Support for the compilation of statistics and reporting across Government, either by the FOI Unit or Information Commissioner
- 8. Reporting
- Support for public authoritiesí in-house performance monitoring using predefined reports, ad-hoc reports and the ability to export information
- 9. System administration
- Allow an authorised user to define user permissions, correspondence templates and business rules; ability to interface with other systems
Types of requests that should not be entered into the system for managing FOI requests are:
- FOI requests where the information is already reasonably accessible to the applicant by other means. (Sections 5 and 6(4) of the FOI Law) It will be important to ensure that releasing information does not become difficult, time consuming or resource intensive. New requirements to enter data into a management system to deal with requests where information is already given out routinely or that is given out without a second thought could slow down or even act as a disincentive to openness. The types of information this could include are requests for published reports, information leaflets or information in the publication scheme. However, there may be appeals made that information in publication schemes isnít available or that a request has not been answered. It may be that public authorities already have systems for logging where information is routinely given out, for example to demonstrate that published leaflet and reports have been sent in response to requests.
- Information that is released as part of a public authorityís normal business process. Many public authorities will be providing information as part of their day to day business processes, for example job application forms, information on the way they work or information relating to case work. It is not intended that the system for managing FOI requests will replace existing business processes that are functioning adequately. It will be for public authorities to decide what their normal business process is.
- Correspondence that is not a request for information.
- Requests that do not include an address (or an email address) for correspondence.
- Requests that are not made in writing.(Section 7(2) of the FOI Law)