Request
Please provide the following:
- The name of any case management or software system currently used to log, track and manage FOI/EIR requests, including any modules, add-ons or configured tools (for example a CRM, case management platform, shared mailbox or SharePoint list) used for this purpose.
- A copy or extract of any recorded documentation (for example internal guidance, process maps or handling procedures) describing how FOI/EIR requests are logged, tracked and managed. If no such documentation is held, please confirm that.
- The number of full-time equivalent (FTE) staff involved in processing FOI/EIR requests, and the job titles of those roles. I am not requesting the names of any individuals; job titles or role descriptions are sufficient.
- Any recorded information describing how FOI/EIR requests are assigned and coordinated across the organisation — for example, whether a central team handles requests end-to-end, or whether requests are passed to individual departments or teams to respond directly. If no such information is held, please confirm that.
- Any recorded information setting out internal target response times for FOI/EIR requests in addition to the statutory 20 working day deadline — for example internal service level agreements, process checklists or workflow timelines. If no such information is held, please confirm that.
- For each of the last five financial years ending 31 March (2021-22, 2022-23, 2023-24, 2024-25 and 2025-26), please provide separately for each year:
- The number of FOI requests received.
- The number of EIR requests received.
- The number of Subject Access Requests (SARs) received.
- The number of each of the above completed within the applicable statutory timeframe.
Please provide these figures for each year individually rather than as a combined total across the period. If your organisation records its statistics on a calendar year basis instead, figures for calendar years 2021 to 2025 would be equally acceptable. I appreciate that SARs fall under the UK GDPR rather than the FOIA; I am requesting only the recorded statistics relating to them.
If any of this information is not held, please advise me accordingly. Should any part of this request exceed the cost limit under the Fees Regulations, I would ask that parts 1, 3 and 6 be prioritised, and I am content for the remaining parts to be omitted rather than the request being refused in its entirety.
I would prefer to receive the information by email at this address. If you require any clarification about this request, please contact me before the statutory deadline.
Decision
Thank you for your FOI request – the responses to your request are below:
1) The name of any case management or software system currently used to log, track and manage FOI/EIR requests, including any modules, add-ons or configured tools (for example a CRM, case management platform, shared mailbox or SharePoint list) used for this purpose.
At the Health Services Safety Investigations Body (HSSIB) we use Microsoft Excel Spreadsheets to track and manage our Freedom Of Information (FOI) / Environmental Information Regulations (EIR) requests.
2) A copy or extract of any recorded documentation (for example internal guidance, process maps or handling procedures) describing how FOI/EIR requests are logged, tracked and managed. If no such documentation is held, please confirm that.
We have a Freedom of Information Disclosure Policy and we have attached it to the email containing this letter.
3) The number of full-time equivalent (FTE) staff involved in processing FOI/EIR requests, and the job titles of those roles. I am not requesting the names of any individuals; job titles or role descriptions are sufficient.
There are two members of staff at HSSIB who are involved in processing FOI/EIR requests. They are:
- Board, Governance and Records Manager
- Business Manager to the CEO and Chair
4) Any recorded information describing how FOI/EIR requests are assigned and coordinated across the organisation — for example, whether a central team handles requests end-to-end, or whether requests are passed to individual departments or teams to respond directly. If no such information is held, please confirm that.
Our process for assigning and coordinating responses is included in the aforementioned Freedom of Information Disclosure Policy. For clarification, the requests are received into an inbox (foi@hssib.org.uk) which is managed by the Governance Team. The request is then sent to the relevant department for response. The Governance Team then prepare a draft response which is then sent for sign off/approval by the Chief Executive Officer. Once approval is received, a final version response is sent to the requester.
5) Any recorded information setting out internal target response times for FOI/EIR requests in addition to the statutory 20 working day deadline — for example internal service level agreements, process checklists or workflow timelines. If no such information is held, please confirm that.
We do not have any internal target response times for FOI/EIR requests which are in addition to the statutory 20 day response period.
6) For each of the last five financial years ending 31 March (2021-22, 2022-23, 2023-24, 2024-25 and 2025-26), please provide separately for each year:
- The number of FOI requests received.
- The number of EIR requests received.
- The number of Subject Access Requests (SARs) received.
- The number of each of the above completed within the applicable statutory timeframe.
Please note that HSSIB has only been in operation since 1 October 2023 – we can only provide data for this period onwards (i.e. October 2023 – March 2024, 2024/2025 and 2025/2026).
| Oct 2023 – Mar 2024 | 2024-25 | 2025-26 | |
|---|---|---|---|
| Number of FOI requests received | 5 | 19 | 23 |
| Number of EIR requests received | 0 | 0 | 0 |
| Number of SARs received | 0 | 0 | 1 |
We can confirm that all FOIs and SARs have been responded to within the applicable statutory timeframe.