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Records requests: the slides.

A 15-slide deck with speaker notes, for a 60-minute session. Present it from this page, or print it to PDF with one slide per page. The run sheet says when to show each slide.

While presenting: → or Space next, ← back, Home and End, S speaker notes, F full screen, Esc to stop.

Moraph for Good · Voice

Records requests

A Voice session from Moraph for Good

A free session kit · moraph.org/commons/sessions/voice/records-requests

Moraph for Good · Voice · Records requests1 / 15

Speaker notes

Welcome people. Say this is a free, nonpartisan session on how to ask public bodies for the information they hold.

How today works

Ground rules

  • Strictly nonpartisan: how to ask, not what to ask about
  • Nobody has to share what they plan to request
  • This is general information, not legal advice
  • Country details come from official sources

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Speaker notes

Go through the rules briefly. Practice examples are made up and everyday.

The big idea

Public bodies hold information about the decisions they make, and you can often ask to see it.

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Speaker notes

These laws are often called freedom of information, access to information or public records laws. The name differs by country.

Records

What counts as a record

  • Reports, minutes and policies
  • Emails, letters and memos
  • Spreadsheets, data and contracts
  • Photos, recordings and maps

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Speaker notes

Records already exist. In many places, the body doesn’t have to create new information or answer questions that aren’t already recorded.

Records

Look before you ask

  • Search the body’s website
  • Check meeting papers and minutes
  • Look for a disclosure log or open data page
  • Call and ask if it’s already published

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Speaker notes

Show the published information you found for the local body. Finding it yourself is usually faster than a request.

Asking

A clear request

  • Which body, and who to send it to
  • What records you want, described plainly
  • Which dates or time period
  • What format, such as electronic copies

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Speaker notes

Write these on the flip chart. Add your name and contact details where the law requires them; the country block says what is needed.

Asking

A record, not a question

  • “Why is the road so bad?” is a question
  • “Inspection reports for this road from last year” is a request
  • Name documents if you know them
  • Narrow beats broad

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Speaker notes

Turning a question into a request for documents is the single most useful skill in this session.

Asking

Keep track

  • Keep a copy of your request
  • Write down the date you sent it
  • Note any reference number you’re given
  • Keep every reply

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Speaker notes

Deadlines usually run from when the body receives the request. A simple log on the worksheet is enough.

Activity

Try it: from vague to specific

  1. Work in pairs with the request cards
  2. Rewrite two cards as clear requests
  3. Use exercise 2 on the worksheet
  4. You have 10 minutes

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Speaker notes

Walk round and help pairs narrow their requests. Look out for the card that is really a question.

Checklist

Is your request ready?

  • Right body?
  • Specific records?
  • Dates and format?
  • A record, not a question?

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Speaker notes

Leave this up while you take rewritten requests from the room and improve them together.

After you send it

Deadlines

  • Most laws set a time limit for a reply
  • The limit depends on the country and the body
  • Extensions are sometimes allowed
  • Your handout has the official details

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Speaker notes

Read the deadline for your country from the country block. Don’t give figures from memory.

After you send it

Fees

  • Many requests are free or low cost
  • Some laws allow charges for search or copies
  • Ask for an estimate before work starts
  • Narrowing a request can lower the cost

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Speaker notes

Read the fee rules from the country block. Some countries let you ask for a fee to be reduced or waived.

After you send it

If you’re refused

  • The reply should say why
  • Withholding should be limited to the exempt part
  • Ask for a review, usually from the same body first
  • Then an independent body, such as a commissioner

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Speaker notes

Read the review route and any time limits from the country block. Stress acting promptly, as review routes often have deadlines.

Remember

Be specific, keep copies, and act promptly if you need a review.

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Speaker notes

Summarize the session in this one line before taking questions.

Thank you

Questions?

  • Take the handout: the back has official sources for your country
  • Use the request planner on the worksheet
  • Free guides at moraph.org/commons

This kit, the worksheet and the handouts: moraph.org/commons/sessions/voice/records-requests

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Speaker notes

Take questions. For a question about a particular dispute or legal case, point to the official source rather than advising.