Metadata Request for Documents in FOI Response

Summary

The requester asked for original file formats and comprehensive metadata for documents previously released in a separate FOI response regarding environmental assessments. The Department of Environment, Food and Agriculture responded by providing metadata extracted from the file properties of the documents contained in Appendix 3.

Key Facts

• The request was made on 2021-08-18 and the response was issued on 2021-09-17.
• The authority handling the request is the Department of Environment, Food and Agriculture.
• The request specifically targeted documents titled 'Rapid Initial Visual Assessment' and 'Initial Assessment Recommendation Report'.
• The outcome was classified as 'Some information sent but not all held'.
• The response included metadata obtained from file properties for pages 1 through 37 of Appendix 3.

Data Disclosed

• 1955038
• 1921665
• 2021-08-18
• 2021-09-17
• 20
• 2
• 17th August 2021
• 17th September 2021
• 01624 685854
• 01624 685851
• IM4 3AS

Original Request

Dear Sirs We write in relation to FOI response dated 17th August 2021 with ref: 1921665 (the "Response"). Within Appendix 3 of the Response, It is unclear how many independent documents there are as they are all sent as one PDF. However it appears to be several independent documents and certainly the 'Rapid Initial Visual Assessment' being one document and the 'Initial Assessment Recommendation Report' being another document. 1) For each of the separate documents contained within Appendix 3 of the FOI response, could you please forward: (i) all of the metadata associated with those original documents; (ii) the original documents, in their original form so the metadata can be examined - i.e. if a word document please forward the word document in it's original format without alteration (iii) if the original document has been saved as another document in another format at any stage - all metadata associated with that document - i.e. if saved as a PDF - all of the PDF metadata (iv) If the original document has been saved as another document in another format and by anyone at any stage - please forward that document in it's original format so the metadata can be examined. Clearly this metadata should not be altered in any way, especially by a Government Department. If for some reason it was wrongly altered, we would ask this to be confirmed, the date it was altered and the reason. If for some reason this seemed to be the case, we may ask for further data in relation to it's alteration. We request all metadata associated with these documents, but it should include the below as a minimum: - Date of document creation - Name of the author/most recent modifier - Dates of any changes, modifications for example - in the recommendation block and the countersignature block of the Initial Assessment Recommendation Report - this should appear as metadata (including dates) in any event. - Total edit time - Any other metadata added to the documents, to include title, tags, comments, track changes - The date it was converted to another format - i.e. PDF - All metadata from the document where the format was changed. I.e. as above if to PDF, this would mean all metadata from that PDF (as well as sending the original document as detailed above). 2) In addition to the above, we request all correspondence internal or external (and by whatever form including email), where: (i) any of this information contained within Appendix 3 of the Response, was sent to someone or received by someone following it's initial creation as identified in the metadata (this could be an extract, a whole page or a whole document); For example, when it was sent to be signed or countersigned (as evidenced within those respective blocks in the 'Initial Assessment Recommendation Report'. (ii) any comments or actions were sought on this information contained within Appendix 3 of the Response. For example, when it was sent to be signed or countersigned (as detailed above) or indeed shared with any other parties seeking additional information.

Data Tables (1)

Full Response Text

Metadata obtained from file ‘properties’ of each file used for Appendix 3 from the response to
Freedom of Information request 1921665. Page 1 of Appendix 3

Page 2 of Appendix 3

Page 12 of Appendix 3

Page 13 – 15 of Appendix 3

Page 17 Appendix 3

Page 18 of Appendix 3

Page 19 of Appendix 3

Page 20 of Appendix 3

Page 21 of Appendix 3

Page 22 of Appendix 3

Page 23 of Appendix 3

Page 24 of Appendix 3

Page 25 of Appendix 3

Page 26 of Appendix 3

Page 27 of Appendix 3

Page 28 of Appendix 3

Page 29 of Appendix 3

Page 30 of Appendix 3

Page 31 of Appendix 3

Page 32 of Appendix 3

Page 33 of Appendix 3

Page 34 of Appendix 3

Page 35 of Appendix 3

Page 36 of Appendix 3

Page 37 of Appendix 3

Freedom of Information Co-ordinator Corporate Services Directorate Thie Slieau Whallian, Foxdale Road, St John’s, Isle of Man, IM4 3AS Tel no (01624) 685854 Fax no (01624 685851 Email: defa@gov.im www.gov.im

Our ref: 1955038 17th September 2021

Dear ###

We write further to your request which was received on 18th August 2021 and which states:

"Dear Sirs We write in relation to FOI response dated 17th August 2021 with ref: 1921665 (the "Response"). Within Appendix 3 of the Response, It is unclear how many independent documents there are as they are all sent as one PDF. However it appears to be several independent documents and certainly the 'Rapid Initial Visual Assessment' being one document and the 'Initial Assessment Recommendation Report' being another document. 1) For each of the separate documents contained within Appendix 3 of the FOI response, could you please forward: (i) all of the metadata associated with those original documents; (ii) the original documents, in their original form so the metadata can be examined - i.e. if a word document please forward the word document in it's original format without alteration (iii) if the original document has been saved as another document in another format at any stage - all metadata associated with that document - i.e. if saved as a PDF - all of the PDF metadata (iv) If the original document has been saved as another document in another format and by anyone at any stage - please forward that document in it's original format so the metadata can be examined. Clearly this metadata should not be altered in any way, especially by a Government Department. If for some reason it was wrongly altered, we would ask this to be confirmed, the date it was altered and the reason. If for some reason this seemed to be the case, we may ask for further data in relation to it's alteration. We request all metadata associated with these documents, but it should include the below as a minimum: - Date of document creation

• Name of the author/most recent modifier
• Dates of any changes, modifications for example - in the recommendation block and the countersignature block of the Initial Assessment Recommendation Report - this should appear as metadata (including dates) in any event.
• Total edit time
• Any other metadata added to the documents, to include title, tags, comments, track changes
• The date it was converted to another format - i.e. PDF
• All metadata from the document where the format was changed. I.e. as above if to PDF, this would mean all metadata from that PDF (as well as sending the original document as detailed above). 2) In addition to the above, we request all correspondence internal or external (and by whatever form including email), where: (i) any of this information contained within Appendix 3 of the Response, was sent to someone or received by someone following it's initial creation as identified in the metadata (this could be an extract, a whole page or a whole document); For example, when it was sent to be signed or countersigned (as evidenced within those respective blocks in the 'Initial Assessment Recommendation Report'. (ii) any comments or actions were sought on this information contained within Appendix 3 of the Response. For example, when it was sent to be signed or countersigned (as detailed above) or indeed shared with any other parties seeking additional information." Response Question 1 i) The information being released to you is enclosed. ii) The information was taken from the original files. In the original request 1921665 the information was bound together into one pdf file for ease of viewing. The information in relation to the original documents is enclosed. iii) The information being released to you is enclosed. iv) The Freedom of Information Act allows access to information held, not to “documents”. The additional data held by the Department relating to the original documents used to create Appendix 3 for FoI request 1921665 is the metadata enclosed. Question 2 While our aim is to provide information whenever possible, after carrying out a reasonable search the Department does not hold any further information than that already supplied under request ref. 1921665. Under Section 11.3(e) a practical refusal reason applies as ‘the request for information relates to information that is identical, or substantially similar, to information previously requested by, and supplied to, the applicant.’

Please quote the reference number 1955038 in any future communications.

Your right to request a review

If you are unhappy with this response to your freedom of information request, you may ask us to carry out an internal review of the response, by completing a complaint form and submitting it electronically or by delivery/post.

An electronic version of our complaint form can be found by going to our website at https://services.gov.im/freedom-of-information/Review . If you would like a paper version of our complaint form to be sent to you by post, please contact me and I will be happy to arrange for this. Your review request should explain why you are dissatisfied with this response, and should be made as soon as practicable. We will respond as soon as the review has been concluded.

If you are not satisfied with the result of the review, you then have the right to appeal to the Information Commissioner for a decision on; 1. Whether we have responded to your request for information in accordance with Part 2 of the Freedom of Information Act 2015; or 2. Whether we are justified in refusing to give you the information requested.
In response to an application for review, the Information Commissioner may, at any time, attempt to resolve a matter by negotiation, conciliation, mediation or another form of alternative dispute resolution and will have regard to any outcome of this in making any subsequent decision. More detailed information on your right to a review can be found on the Information Commissioner’s website at www.inforights.im. Should you have any queries concerning this letter, please do not hesitate to contact me. Further information about freedom of information requests can be found at www.gov.im/foi.

I will now close your request as of this date.