FOI TRACKING FOI TRACKING SYSTEM SYSTEM

TRAININGTRAINING• Computer Services Department Developed a FOI tracking system in consultation with the FOI unit.

• Phase one development is complete and training on the system commenced on October 28th 2008.

• Currently work is still continuing on remote access capabilities, which will allow agencies without links to the Government network to access the JADE system remote. It is expected that this work will be completed in the coming weeks.

Computer Services Department

FOI TRACKING FOI TRACKING SYSTEM SYSTEM

TRAININGTRAINING• Since Training in the FOI tracking system (JADE) began on the 28th of October 2008. Of the 188 estimated IM’s and Designated to be trained, 114 persons have been trained in the use of the system, 17 are registered, and 57 still need to register.

• 70 potential spaces are still available for persons wanting to be trained. The spaces are:• November 20th – 9 Spaces• November 21st – 9 Spaces• November 26th – 14 Spaces• November 27th – 14 Spaces• November 28th – 7 Spaces• December 1st-5th – 17 spaces a day

• Please contact csadministration@gov.ky to book yourself and your designate on these last remaining courses.

Computer Services Department

FOI EMAILSFOI EMAILS

• Computer Services Department has created special foi email accounts for all government agencies as are listed in the 2008/2008 Telephone Book.

• The email address follow the for.nnn@gov.ky format where nnn is the three letter code of the agency, so for example, Computer Services FOI email address is foi.csd@gov.ky .

• For agencies who do not use the central email servers managed by CSD, it is recommended that you create a generic email account on your own email servers and CSD will forward any FOI emails sent to gov.ky addresses onto your generic account.

• For example any emails into foi.cal@gov.ky would be forwarded onto foi@caymanairways.com

Computer Services Department

FOI EMAILSFOI EMAILS

• For Public Authorities using the Government email system, whenever an email is received by a foi email account. The Information manager and designate are automatically sent and email notification. As indicated below:

Computer Services Department

FOI EMAILSFOI EMAILS

• To respond to the sender, the IM or designate can user outlook to go to the FOI email folder for their specific public authority

Computer Services Department

• The Folder location is:• Public Folders

• All Public Folders• FOI

• FOI.nnn (FOI.CSD for example)

• From this mail folder, the IM and Designate can respond to or forward on any FOI emails.

SPAM & FOI SPAM & FOI EMAILSEMAILS

• Anti Spam filters are recognized as a likely obstacle to the receipt of valid FOI requests, as the anti-spam system may treat FOI emails as spam and as such block it from being seen by the IM or designate.

• As a requirement from the FOI steering committee. Information Managers and Designates on the Government System will be given an opportunity to review all emails blocked by the anti-spam filters as such:

• The Government email servers are being configured to send IM’s and Designates a daily digest of suspected spam email that were not delivered to the mail boxes.

• The IM’s and designates will then have the opportunity to request that specific messages (that look like legitimate FOI request be released)

• CSD recommends that public authorities with independent email servers configure them similarly.

Overview of Computer Services Department

PDF DOCUMENTS PDF DOCUMENTS & REDACTION& REDACTION

Computer Services Department

• CSD is currently reviewing the feature set of adobe products including add-on software specifically useful in the release of information in response to an FOI request.

• Adobe Acrobat PRO is recommended as the base level of software which has the ability to save documents as PDF and to securely redact information contained in the document as per the FOI regulations.

• Additionally CSD is reviewing tools named Redax and StampPdf from a company called appligent www.appligent.com.

• The FOI unit and CSD will seek to get volume discounts on the software packages once the final decisions are made

QUESTIONS?QUESTIONS?Computer Services Department

Any Questions?