Making requests #

I'm not sure which authority to make my request to, how can I find out? #

It can be hard to untangle government's complicated structure, and work out who holds the information that you want. Here are a few tips:

• Browse or search accessinfo.hk looking for similar requests to yours.
• When you've found an authority you think might have the information, use the "home page" link on the right hand side of their page to check what they do on their website.
• Contact the authority by phone or email to ask if they hold the kind of information you're after.
• Don't worry excessively about getting the right authority. If you get it wrong, they ought to advise you who to make the request to instead.
• If you've got a thorny case, please contact us for help.

You're missing the public authority that I want to request from! #

Please contact us with the name of the public authority and, if you can find it, their contact email address for Freedom of Information requests.

If you'd like to help add a whole category of public authority to the site, we'd love to hear from you too.

Why do you include some authorities that aren't formally subject to the Code on Access to Information?#

accessinfo.hk lets you make requests for information to a range of organisations:

• Those formally subject to the Code on Access to Information
• Those which voluntarily comply with the Code on Access to Information
• Those which aren't subject to the Code but we think should be, on grounds such as them having significant public responsibilities.

In the last case, we're using the site to lobby for expansion of the scope of the Code on Access to Information. Even if an organisation is not legally obliged to respond to a Code on Access to Information request, they can still do so voluntarily.

Why must I keep my request focused?#

Please put in your request only what is needed so that someone can easily identify what information you are asking for. Please do not include any of the following:

• arguments about your cause
• statements that could defame or insult others

If you do, we may have to remove your request to avoid problems with libel law, which is a pain for both you and us. Short, succinct messages make it easier for authorities to be clear what information you are requesting, which means you will get a reply more quickly.

If you want information to support an argument or campaign, Freedom of Information is a powerful tool. Although you may not use this site to run your campaign, we encourage you to use it to get the information you need. We also encourage to run your campaign elsewhere - one effective and very easy way is to start your own blog. You are welcome to link to your campaign from this site in an annotation to your request (you can make annotations after submitting the request).

Does it cost me anything to make a request?#

Making a Code on Access to Information request is nearly always free.

Authorities often include unnecessary, scary, boilerplate in acknowledgement messages saying they "may" charge a fee. Ignore such notices. They hardly ever will actually charge a fee. If they do, they can only charge you if you have specifically agreed in advance to pay. More details from the Information Commissioner.

Sometimes an authority will refuse your request, saying that the cost of handling it exceeds £600 (for central government) or £450 (for all other public authorities). At this point you can refine your request. e.g. it would be much cheaper for an authority to tell you the amount spent on marshmallows in the past year than in the past ten years.

How quickly will I get a response? #

By law, public authorities must respond promptly to requests.

Even if they are not prompt, in nearly all cases they must respond within 20 working days. If you had to clarify your request, or they are a school, or one or two other cases, then they may have more time (full details).

accessinfo.hk will email you if you don't get a timely response. You can then send the public authority a message to remind them, and tell them if they are breaking the law.

What if I never get a response?#

There are several things you can do if you never get a response.

• Sometimes there has been a genuine problem and the authority never received the request. It is worth telephoning the authority and politely checking that they received the request. It was sent to them by email.
• If they have not received it, the problem is most likely due to "spam filters". Refer the authority to the measures in the answer 'I can see a request on accessinfo.hk, but we never got it by email!' in the FOI officers section of this help.
• If you're still having no luck, then you can ask for an internal review, and then complain to the Information Commissioner about the authority. Read our page 'Unhappy about the response you got?'.

What if I'm not satisfied with the response? #

If you didn't get the information you asked for, or you didn't get it in time, then read our page 'Unhappy about the response you got?'.

It says I can't re-use the information I got!#

Authorities often add legal boilerplate about the "Re-Use of Public Sector Information Regulations 2005", which at first glance implies you may not be able do anything with the information.

You can, of course, write articles about the information or summarise it, or quote parts of it. We also think you should feel free to republish the information in full, just as we do, even though in theory you might not be allowed to do so. See our policy on copyright.

Can you tell me more of the nitty gritty about the process of making requests? #

Have a look at the Guidelines on Interpretation and Application pages on the Code on Access to Information website.

Can I request information about myself? #

No. Requests made using accessinfo.hk are public, made under the Freedom of Information Act, and cannot help you find information about a private individual.

If you would like to know what information a public authority holds about yourself, you should make a "Subject Access Request" in private using Data Protection law. The leaflet "How to access your information" (on the Information Commissioner's website) explains how to do this.

If you see that somebody has included personal information, perhaps unwittingly, in a request, please contact us immediately so we can remove it.

I'd like to keep my request secret! (At least until I publish my story) #

accessinfo.hk is currently only designed for public requests. All responses that we receive are automatically published on the website for anyone to read.

You should contact the public authority directly if you would like to make a request in private. If you're interested in buying a system which helps you manage FOI requests in secret, then contact us.

Can I make the same to request to lots of authorities, e.g. all police districts? #

We ask you to first send a test version of your request to a few authorities. Their responses will help you improve the wording of your request, so that you get the best information when you send the request to all of the authorities. There is currently no automated system for sending the request to the other authorities, you must copy and paste it by hand.

I made a request off the site, how do I upload it to the archive?#

accessinfo.hk is an archive of requests made through the site, and does not try to be an archive of all FOI requests. We'll never support uploading other requests. For one thing, we wouldn't be able to verify that other responses actually came from the authority. If this really matters to you, you can always make the same request again via accessinfo.hk.

How do you moderate request annotations? #

Annotations on accessinfo.hk are to help people get the information they want, or to give them pointers to places they can go to help them act on it. We reserve the right to remove anything else.

Endless, political discussions are not allowed. Post a link to a suitable forum or campaign site elsewhere.

Making requests #

I'm not sure which department to make my request to; how can I find that out? #

It can be hard to untangle the complicated structure of government, and work out who has the information you want. Here are a few tips:

• Browse or search accessinfo.hk looking for similar requests to yours.
• When you've found a department you think might have the information, use the "Home page of authority" link on the right hand side of their page to check what they say they do on their own website.
• Contact the department directly by phone or email to ask if they hold the kind of information you're after.
• Ultimately, don't worry too much about getting the right department. If you get it wrong, they should advise you who to make the request to instead.

You're missing the department that I want to request from! #

If the department is one of the Departments to which the Codeon Access to Information applies then please contact us with the name of the department and, if you can find it, their contact email address for Code on Access to Information requests.

Why must I keep my request focused? #

Please put in your request only what is needed so that someone can easily identify what information you are asking for. Please do not include any of the following:

• arguments about your cause
• statements that could defame or insult others
• questions or requests for comment rather than for specific information

If you include extraneous material, we may have to remove your request to avoid problems with libel law, which is a pain for both you and us.

The site is only for hosting requests under the Code on Access to Information, not for general correspondence with public authorities. Phrasing your request as a question or a request for comment (e.g. "why are you doing X?" or "please explain why you are doing X") makes it more likely that your message will not be seen as a valid request, both by us and by the department. Asking for "copies of all policies and procedures regarding X" would, on the other hand, normally result in a valid request. Remember: You are asking for records already held by the government.

Short, succinct messages make it easier for authorities to be clear what information you are requesting, which means you will get a reply more quickly.

How can I make responsible and effective FOI requests? #

We would encourage all our users to read the Code on Access to Information itself, along with the guidelines the civil service uses to interpret the Code.

Does it cost me anything to make a request? #

Section 1.24 of the Code states in its entirety:

Processing requests for information uses resources and departments may therefore require payment for this service. Any charges levied will reflect the cost of providing the information, and the information will not be released until the requisite payment has been made.

The only charges explicitly mentioned on the Code on Access to Information website are photocopying charges of $1.1 per copy (A4 size) and $1.3 per copy (A3 size).

The guidelines state that

1.24.1 The policy of openness in government requires that charges for information provided in accordance with the Code be simple and inexpensive. Paragraph 1.24 reflects this, but is deliberately phrased in flexible terms to allow for adjustments to the charging regime. Successful applicants for access to information should only be charged for the cost of reproducing the required documents, etc. at the current standard charge where one exists.

and

1.24.2 In all cases, applicants should be informed in advance how much they will have to pay for copies of documents they are seeking. It is then their choice to pursue or abandon the request. Departments are required to publish or make available for inspection a schedule of current reproduction charges.

Will I get the information in the format I want? #

The Code states that

So far as possible, information will be provided in the form in which it exists. Where disclosure of certain information in a record is to be refused, access will normally be provided to the remaining part of the record.

How quickly will I get a response? #

The Code states that

1.16 Where possible, information will be made available within ten [calendar] days of receipt of a written request. If that is not possible the applicant will be so advised by an interim reply within ten days of receipt of the request. The target response time will then be twenty-one days from receipt of the request.

and

1.18 Response may be deferred beyond twenty-one days only in exceptional circumstances, which should be explained to the applicant. Any deferral should not normally exceed a further thirty days.

The guidelines state that 51 days is the maximum for a "complicated request", only in "exceptional circumstances", for example "the need to seek legal advice on a request", or "the need for an extensive search of files in order to meet the request".

accessinfo.hk will email you if you don't get a timely response. You can then send the department a message to remind them, and/or tell them they are potentially in breach of the Code.

What if I never get a response? #

There are several things you can do if you never get a response.

• Sometimes there has been a genuine problem and the authority never received the request. It is worth telephoning the authority and politely checking that they received the request. It was sent to them by email.
• If they have not received it, the problem is most likely due to "spam filters". Refer the authority to the measures in the answer 'I can see a request on accessinfo.hk, but we never got it by email!' in the officers section of this help section.
• If you're still having no luck, then you can ask for an internal review, and then complain to the Ombudsman about the department.

Can I request information about myself? #

No. Requests made using accessinfo.hk are public, made under the Code on Access to Information, and cannot help you find information about a private individual.

If you would like to know what information a public authority holds about yourself, you should make a "Data Access Request" in private using the Personal Data (Privacy) Ordinance. The PCPD's website provides advice on accessing your own personal information.

If you see that somebody has included personal information, perhaps unwittingly, in a request, please contact us immediately so we can remove it.

I'd like to keep my request secret! (At least until I publish my story) #

Yes, it is possible for you to make requests privately on accessinfo.hk, and open up to the public the request and any responses later.

Can I make the same to request to lots of departments at once? #

In theory, yes. We ask you to first send a test version of your request to a few department. Their responses will help you improve the wording of your request, so that you get the best information when you send the request to all of the department. There is currently no automated system for sending the request to the other authorities; you must copy and paste it by hand.

I made a request off the site, how do I upload it to the archive? #

accessinfo.hk is an archive of requests made through the site, and does not try to be an archive of all requests made under the Code on Access to Information. We'll never support uploading other requests. For one thing, we wouldn't be able to verify the other responses. If this really matters to you, you can always make the same request again via accessinfo.hk.

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