This report provides an update on the measures put in place to improve the timeliness of completion of responses to FOI requests by Brighter Futures for Children.

Further to Minute 31 of the meeting held on 21 January 2025, the Committee received a report on the measures put in place to improve the timeliness of completion of responses to FOI requests by Brighter Futures for Children (BFfC).  The report stated that there had been challenges in the changeover to the new Arcus system for managing FOI requests, which had adversely impacted response times, particularly in Quarter 2.  There had also been other contributing factors to the slow response times set out in the report.  These factors were being addressed by increasing oversight of the process by the Director of Education and the appointment of a Head of Performance in BFfC who would triage and have oversight of all new FOI requests.  The measures that had been taken were already paying dividends with the on-time response rate in Quarter 3 rising to 80%, compared with the disappointingly low figure of 38.1% in Quarter 2.  Indications were also positive in the latest figures for Quarter 4 with 91.9% of responses being recorded within the permissible time limit as at 20 March 2025. 

The report stated that weekly reminders were now sent to all managers on overdue and upcoming FOI requests with oversight at Head of Service and Senior Leadership Team Meetings.  All Heads of Services attended Data Stewards meetings to track FOIs and assess any barriers to timely completion.  Regular reminders had been incorporated into managers’ briefings to emphasise the importance of FOIs and the risks of non-compliance, including encouragement to attend RBC drop-in sessions.  Additionally, there had been clear targets and training/support needs identified in Annual Performance Reviews and one to one meetings for all staff required to handle FOIs to maintain BFfC’s improved performance in this area.

Resolved:    That the measures put in place by Brighter Futures for Children to improve the timeliness of completion of responses to FOI requests be noted and endorsed.