Hampshire Fire & Rescue Service Policy Statement

Freedom of Information Act 2000

1.The Hampshire Fire and Rescue Authority (HFRA) is committed to full compliance with the Freedom of Information Act 2000 (FOIA) and is ultimately responsible for determining and establishing the policies that shall apply to information held by the Hampshire Fire and Rescue Service (HFRS), and for the instigation of procedures and guidance for the administration of requests for that information in compliance with the provisions of the Act.

2.Implementation of this policy will ensure HFRS is sensitive to citizens’ needs and expectations and willing to listen to their informed views and react quickly to meeting the changing demands and wishes.

3.HFRS will ensure that responsibilities of contractors, bodies working under service level agreements and partnership agreements are aware of their responsibilities to HFRS and that they have in place sufficient and effective means to ensure that they can competently carry out their responsibilities.

4.This policy will be reviewed at least annually to ensure that it remains up to date, effective and takes account of emerging good practice. Where new legal directions come into force, the policy will be reviewed in line with the commencement date of that legislation.

Roles and Responsibilities

HFRA have devolved responsibility for the implementation of the FOIA to:

1.The Senior Management Team (SMT) are to be responsible for ensuring that information held within their areas of responsibility fully complies with the policies and procedures set by the Authority, including information processed by contractors, partners or other bodies working under service level agreement.

2.Function Heads are to be responsible for ensuring that staff under their direction and control are aware of the policies, procedures and guidance laid down by the HFRA and for checking that those staff understand and appropriately apply policies, procedures and guidance in carrying out their day to day work.

3.The Freedom of Information Officer is to be responsible for administering all requests for information made to HFRS. The FOI Officer will also provide a point of contact for all members of staff in HFRS who require advice on Freedom of Information Act matters. The FOI Officer will, where possible, provide advice directly to staff on FOIA matters or otherwise refer to a competent person to obtain such advice.

4.All staff are to be responsible for processing information in accordance with the Freedom of Information Act 2000 and the policies, procedures and guidance that are laid down by the HFRA.

Monitoring, review and evaluation

1.HFRS will maintain a register of all requests made for information under the Freedom of Information Act and the action taken on each application. The register will identify whether the same or similar information has previously been requested and provided, or refused and the reasons for refusal. This will ensure consistency in dealing with similar requests and identify repeated, duplicate or vexatious requests.

2.HFRS will also identify recurring requests for the same or similar information not already published and to consider whether such information should be routinely published on the website or in another medium. Performance in dealing with such requests will be monitored by the Freedom of Information Officer and reported to the Senior Management Team.

3.HFRS will put in place procedures for systematically reviewing its arrangements for administering and managing requests for information. These procedures will include systems for auditing compliance with the Act by HFRS and those who hold data on HFRS’ behalf.

4.HFRS will maintain a register all complaints received about its Freedom of Information arrangements and will ensure that any learning points that arise from such complaints are used to improve related policies, procedures and guidance.