How to request government information
(under the Code of Practice on Access to Government Information)

How to request information

This guidance explains the procedures we operate to help you to request information under the Code of Practice on Access to Government Information ("the Code").

If you would like to request information under the Act, please contact the

Defra Library
Nobel House
17 Smith Square
London
SW1P 3JR

Tel: 020 7238 6575
Email: defra.library@defra.gsi.gov.uk

We will deal with your request as quickly as we can. If we cannot deal with it within 20 working days, we will aim to write to you within 7 working days to let you know when you can expect a full reply. We will also let you know if there are any reasons why we cannot provide the information you seek.

Information provided free of charge

There is no charge where the provision of information is necessary to the fair and accountable performance of the Department's function. This includes information explaining :

• benefits, rights and entitlements;
• standards and availability of services;
• reasons for administrative decisions concerning the applicants;
• rights to appeal or complain about a decision;
• regulatory requirements affecting the affairs or interests of the applicant; and
• the main points of existing departmental policies or initiatives.

Charges for complex requests

If the information requested does not fall into one of the categories above, or will take more than 5 hours to prepare, then a charge will be payable. This charge will be calculated on an ad-hoc basis and cover in part the cost of staff time spent in retrieving and preparing the information. It will not include time spent by senior management in deciding policy on individual disclosures. If a charge needs to be made, an estimate of the costs will be made and sent to you. We will not go ahead with the work until we receive confirmation that you are prepared to pay.

In the event of it receiving several requests for the same information, the Department may respond by preparing a note for general publication. This will usually be more cost effective for both the applicant and the department. The Department will keep applicants informed should this approach be adopted.

Other charges

The Code does not entitle applicants to free copies of priced Government publications, or to free use of services for which there is normally a charge. Charges for the provision of information under the Code are not subject to VAT.

Appeals against charges or requests for information refused

You may ask the Department to review a charge made under the Code or a request for information that has been refused if you believe either to be unreasonable. Appeals should be made in writing to:

Corporate Support Unit
Defra
Nobel House
17 Smith Square
London SW1P 3JR

If, however, having heard the outcome of an appeal, you continue to consider a charge or a refusal to provide information to be unreasonable, your complaint may be taken, through a Member of Parliament, to the "Ombudsman", since these are matters which fall within the jurisdiction of the Parliamentary Ombudsman.

Memorandum of Understanding

On 22 July the Cabinet Office published the Government's response to the Public Administration Select Committee's report on Ombudsman issues (HC 448, February 2003). Annexed to the response was a new Memorandum of Understanding between Government and the Ombudsman on handling cases under the Code of Practice on Access to Information.