Each Request is classified based on its origin. If it is a first time Request, it is called an initial Request. If the Request is made again due to unsatisfactory completion of the Request, it is defined as an Appeal. The system provides you with default Request types such as ATIP, PA, ATIP/PA. Your agency can create, edit and delete Request Types as needed.
The default Request Types are described in the table below.
Request Type | Description |
FOIP Reviews | A petition to reexamine the initial Request if the response is not satisfactory to the Requester and/or if the Requester disagrees with the amount of fees charged or the withholding of information, or believes that there are additional records responsive to the Request that have not been located |
Freedom of Information | A request for information available under ATIP or FOIP |
eDiscovery | Electronic discovery in legal proceedings, where information is provided in electronic format. This Request Type is inactive by default, but can be activated via Administration |
Personal Corrections | A request to correct a Requester's personal information |
Privacy Reviews | A petition to reexamine a Request for information in accordance with the Protection of Privacy component of the ATIP/FOIP |
Protection of Privacy | A request for information in accordance with the Protection of Privacy component of the ATIP/FOIP |
NOTE: To view the Permissions assigned to the Request Type Roles available for each Request Type, select the Request Type containing the Request Type Role you want to view Permissions for, click Permissions, select the Request Type Role you want to view Permissions for, and then click View Permission.
Create Request Type
Users with the required Permissions can create new Request Types and determine whether the Request Types created should be tracked for annual compliance reporting.
Steps to Create a Request Type
Click Administration > Request Management > Request Types. The Request Types screen displays
Click New. The New Request Type screen displays as shown below
Enter information in the fields described below per your agency's requirements
Field | Description |
Request Type Details | |
Request Type | The name of the Request Type. |
Request Type Code | An abbreviation for the Request Type. |
Request Format | The Request Type layout or design. A format is provided by default, but can be customized per your agency's requirements. For more information about the Request Format and how to customize it, see the Request Format and Steps to Customize the Request Format sections below. |
Act Type | Indicates whether the Request was made based on the ATIA or PA |
Request Type | Indicates whether the Request Type is for a Request, or a Complaint |
Default Priority | Determines the standard level of importance for the Request Type (High, Low, or Normal). High is the default value. |
Active | When selected, enables the Request Type for use in the application and appearance in the Request Types grid. |
Show in Statistical Report | When selected, shows the Request Type in the Statistical Report. |
Show in Consultation Section of Annual Report | When selected, shows the Request Type in the Consultation section of the Statistical Report. |
Allow Request Submission from Public Access Link (PAL) | When selected, enables submission of requests from the associated PAL site. |
Show in PAL (Public Access Link) | When selected, this request type will appear for users of the associated PAL site. (!!) Note: Uncheck this box if you'd like to keep requests of this type hidden from PAL users |
Require Response Package Approval Prior to Allowing Document Delivery | When selected, requires approval of the response package before the documents can be delivered. (!!) Note: If deselected, Requests under this type will allow for adding documents directly to a Request Folder |
Proof of Identity Required | When selected, requesters using this type are required to submit Proof of Identity, and fields will be present on the New Request Type form to capture proof of identity information and documentation. |
Enable Application Fee | Select this option to require an Application Fee to be entered when creating a new request. If enabled, the Application Fee is automatically marked as Yes and the section is expanded by default. |
Multi Track Processing Details Request Creation Allowed for the Following Action Offices | |
Action Office | Use the Lookup to select Action Offices to associate with this Request Type. Only users associated with the selected Action Office(s) are able to create requests of this type. To allow all system users to create a request type, be sure to select All when adding offices. |
Multi Track Processing Details | |
Default Multi Track Type | Determines the standard processing track for the Request Type according to its complexity (Simple, Complex or Expedite). |
Simple | Use the check box to activate the Simple multi track type, and enter the standard processing days in the field provided (!!) Note: If multi-track processing is enabled under Request Configuration (Administration > System Configuration > Request Configuration), the Simple option will be selected and grayed-out so it cannot be unchecked |
Complex | Use the check box to activate the Complex multi track type, and enter the standard processing days in the field provided |
Expedite | Use the check box to activate the Expedite multi track type, and enter the standard processing days in the field provided |
Duplicate Search Request Options | |
Request Creation | Automatically conduct a search for duplicate requests during the request creation process. |
Request Editing | Conducts a search for duplicate requests whenever editing request details. |
Include Sub Requests in Search | When selected, searches for duplicate requests will also include sub requests. |
Retention Details | |
Retention Policy Configuration | When selected, enables the new Request Type for Retention Policy Configuration. (!!) Note: The fields below will only be enabled for configuration if this checkbox is selected. |
Abandoned | Allows you to select a retention policy to apply to Requests that are "Abandoned" |
Nothing Disclosed | Allows you to select a retention policy to apply to Requests for which no information was disclosed |
Nothing Disclosed - records made public | Allows you to select a retention policy to apply to Requests for which no information was disclosed because records were made public |
Partly Disclosed | Allows you to select a retention policy to apply to Requests for which information was partly disclosed |
Records Do Not Exist | Allows you to select a retention policy to apply to Requests for which records do not exist |
Totally Disclosed | Allows you to select a retention policy to apply to Requests for which information is totally disclosed. |
Transferred | Allows you to select a retention policy to apply to Requests that are "Transferred" |
Withdrawn | Allows you to select a retention policy to apply to Requests that are "Withdrawn" |
Click Save. A verification message displays as shown below
Click OK
Request Format
It is recommended to use a naming convention for the Request Format that is as unique as possible. It is also recommended to include the year, type code, office code and/or sequence number when possible.
For example, if the new Request Type is "ATIP" for a Request originating in the Audit department, the Request format can be AUD-FOI-2013-1234.
NOTE: You cannot use the Type Code as part of the Request Format if Requests must have the same sequence. For example, the following formats cannot be used: PA-0001, ATIP - 002, ATIP - 003, etc.
Steps to Customize the Request Format
The Request Sequence Number is now configurable. The maximum character length for the Request Sequence Number is 50. The number must contain between 3 and 7 digits, with 5 digits displayed by default.
Click the icon next to the Request Format field. The Request Format window displays as shown below
Click any of the buttons in the left column to set the design/layout for the Request Type. The Format field will automatically display the design based on the buttons clicked, and the Sample field will automatically display data in the selected format. Click Clear to remove the format and sample data
Click Fixed Character(s) to separate items in the format
Next to the Sequence Number field, enter the amount of numbers you want to include in the Request Format, then click Sequence Number.
Click OK. The newly created format appears in the Request Format field, and an example of new format appears in the Request Format Example field
Edit Request Type
Users with the required Permissions can edit Request Types, unless they are associated with a Request.
Steps to Edit a Request Type
Click Administration > Request Management > Request Types. The Request Types screen displays
Select a Request Type to edit, then click Edit. The Edit Request Type screen for the selected Request Type displays
Make any necessary modifications to the Request Type Details
Click Save. A verification message displays
Click OK
Expiration Date Calculation
When updating retention information, there are two options for how expiration dates should be calculated for closed requests. At the bottom of the Edit Request Type page, the following selections are available:
Button | Description |
Update Expiration Dates to All Closed Requests without Expiration Dates | Selecting this option updates the expiration date for all closed requests that have not been assigned expiration dates |
Recalculate All Closed Request Expiration Dates | Selecting this option recalculates the expiration date for all closed requests |
Delete Request Type
Users with the required Permissions can delete Request Types. However, predefined Request Types (Appeal, Consultation, ATIP, ATIP/PA, and PA) and Request Types associated with a Request cannot be deleted.
Steps to Delete a Request Type;
Click Administration > Request Management > Request Types. The Request Types screen displays
Select the Request Type to delete
Click Delete. A verification message displays as shown below
Click OK