Access to information

Accessibility

Accessibility is one of Defra's core values. We are committed to promoting and actively developing, internally and externally, a culture of openness, transparency and customer focus.

These principles are enshrined in Defra's Accessibility Commitment. The commitment seeks to articulate clearly to our staff, stakeholders and the wider public how we set about creating a more open and transparent Department.

Publication scheme

We will actively publish and release information. We will maintain a Publication scheme, as required by the Freedom of Information Act, which will set out commitments to publish certain categories of information. The Information Commissioner has approved our scheme. We shall publish information in accordance with it and shall monitor and review its operation in the light of public feedback, taking account of demand for information. Exemptions to this commitment to proactive publication will be clearly defined in the Scheme. But this is not the full extent of what we will make available. We will release information on request wherever possible.

Consultation exercises

We will consult openly and widely wherever appropriate and practical. We will publish information relating to consultation exercises. These normally begin with the publication of a consultation paper in which the Department sets out its thinking on some policy issue or legislative proposal and invites comments from stakeholders. We also maintain an archive of closed consultations and consultation responses for six months for reference purposes.

There have been two rounds of public consultation on the Environmental Information Regulations, and there will be no more consultations on the new regime. There will however be a public consultation by hard copy or email on the draft Code of Practice which you will be able to comment on. The updated Regulations will be included in that for information only. There is also planned a public consultation on the draft chapters of the Guidance notes which will be completed via the website www.sustainable-development.gov.uk. There will be further details of this when the consultation for the draft Code of Practice is sent out. All public consultations will have a twelve week period for comment. If you would like to be included in the next consultation please send an email to James.N.Gray@defra.gsi.gov.uk with your full contact details. Please note however that we are unable to accept more than one contact for each organisation, so ensure that the relevant person is named.

Information Asset Register

We will maintain an Information Asset Register (IAR). The IAR comprises a catalogue of unpublished information resources. The types of information included in the IAR will typically consist of databases, statistical surveys, reports, research material, etc. not previously readily accessible to the public.

Requests for information

We will deal with individual requests for information in a timely manner. We will treat all requests fairly and without prejudice taking into account the public interest. Rights of access to environmental information already exist under the Environmental Information Regulations 1992, and we expect that the new Environmental Information Regulations will be introduced by early 2005. Requests for other types of information are currently dealt with under the Code of Practice on Access to Government Information: click here for information on making requests under the Code. The general right of access under the Freedom of Information Act 2000 will take effect from January 2005. An explanatory leaflet is also available to assist those who wish to request access to their personal data under the Data Protection Act 1998.

The new Environmental Information Regulations are expected to be laid to Parliament in the near future. If you have any questions or comments on the updated or existing Environmental Information Regulations please contact Jayne Boys at Jayne.Boys@defra.gsi.gov.uk.

Personal data

We will ensure that individuals can easily exercise their rights of access to their personal data held by Defra. Information is available on how to submit a request for your personal data under Section 7 of the Data Protection Act 1998.

Complaints procedure

We will give a clear explanation of our decision if information cannot be published or released. We will also tell people how to complain if they do not agree with any decision on access to information.