06 May 2005
Public sector organisations are struggling to meet the demands of the Freedom of Information Act because the systems used to store and retrieve documents are inadequate, according to new research.
Many organisations also do not have a clear understanding of their obligations, and this is impeding their ability to respond satisfactorily to requests for information.
Poor records management often results in different versions of the same document being held on file, according to IT analysts Butler Group.
Their study, published on April 29, concluded that in some cases this was leading to inaccurate information being given out, directly affecting 'both the performance and the reputation of the organisations'.
The report also highlighted a lack of clarity among public bodies about the types of information that they have a statutory responsibility to keep.
'[Not] many public sector organisations have a clear understanding of their obligations to keep electronic copies of information, such as e-mails, as well as hard copy, such as letters and faxes, to address regulations and deliver e-government,' the report said.
'This is leading to confusion as to whether information should be kept at all, and, if so, for how long it needs to be retained.'
The result is that many organisations store far too much information and hang on to it beyond the statutory limits.
The report called on all public sector organisations to appoint records managers to take charge of corporate strategy and ensure that all staff understand their responsibilities under the Act.
Report author Mike Davis, senior research analyst for Butler Group, told Public Finance that the problem in part stemmed from the widespread use of outsourcing.
This had caused a cultural shift in public sector organisations that had altered the perception of who owned the information being held and encouraged secrecy.
'In the public sector you hold records on behalf of the public and you are there to serve the public. But that's a doctrine that's been lost over the past 20 years,' he said. 'When the private sector becomes involved in the public sector there is an inherent clash of cultures and ideology.'
But such conflicts could be resolved by ensuring the organisation had a clear, consistent strategy, Davis added.
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