Daily Operations Meeting Notes

Summary

A request for Daily Operations Meeting Notes and correspondence regarding working agreements at the prison between 2016 and 2023 was refused by the Department of Home Affairs. The authority determined that fulfilling the request would require substantial compilation and collation of over 1,800 documents, which is not required under the Freedom of Information Act.

Key Facts

• The request covered the period from 20th March 2016 to 12th July 2023.
• The Department of Home Affairs confirmed holding 1837 sets of daily meeting notes.
• An additional 7 years of agendas and minutes across multiple platforms were identified.
• The request was refused because it would exceed a reasonable level of collation.
• The response was issued on 19 August 2025.

Data Disclosed

• 20th March 2016
• 12th July 2023
• 1837
• 7 years
• 19 August 2025
• 31 July 2025
• 4841309

Exemptions Cited

• Section 11(3)b of the Freedom of Information Act 2015
• Section 8(3) of the Freedom of Information Act 2015
• Substantial compilation or collation exemption

Original Request

Please provide copies of all 'Daily Operations Meeting Notes' or similarly worded staff update resulting from the Morning Operations Meeting ordinarily held at the prison, then circulated via email to DHA all prison and probation staff or all DHA staff the prison/probation service, which makes reference to Flexible Working Agreements/Patters, Fixed Working Agreements/Patterns, Fixed Shift Agreements or similar. The time frame relates to 20th March 2016 to 12th July 2023. Please provide email, other correspondence and informal notes and formal minutes from meetings between members of the Senior Leadership Team/Senior Management Team, OHR staff and Union reps regarding 'General review' of the use of such Agreements and where the removal of the use of these Agreements have been explored by the same. This should be for the same time period as above and for completeness should include computers, servers, geleted items and messages on all platforms and by text on phones provided by the workplace.

Data Tables (1)

Full Response Text

Freedom of Information Coordinator DHA Headquarters Tromode Road, Douglas, Isle of Man, IM2 5AP

Telephone: (01624) 687017 Web address: www.gov.im/dha
Email: DPO-DHA@dha.gov.im

Our ref: 4841309 19 August 2025

Dear ###

We write further to your request, received 31 July 2025, which states:

"Please provide copies of all 'Daily Operations Meeting Notes' or similarly worded staff update resulting from the Morning Operations Meeting ordinarily held at the prison, then circulated via email to DHA all prison and probation staff or all DHA staff the prison/probation service, which makes reference to Flexible Working Agreements/Patters, Fixed Working Agreements/Patterns, Fixed Shift Agreements or similar.

The time frame relates to 20th March 2016 to 12th July 2023.

Please provide email, other correspondence and informal notes and formal minutes from meetings between members of the Senior Leadership Team/Senior Management Team, OHR staff and Union reps regarding 'General review' of the use of such Agreements and where the removal of the use of these Agreements have been explored by the same. This should be for the same time period as above and for completeness should include computers, servers, geleted items and messages on all platforms and by text on phones provided by the workplace."

Thank you for your Freedom of Information request received on 31st July 2025

While our aim is to provide information whenever possible, in this instance the Department of Home Affairs (The Department) is unable to provide the information you have requested. This is in line with section 11(3)b and section 8(3).

"The Act does not require a public authority to undertake substantial compilation or collation of information that it holds".

In line with our requirement to offer additional advice and assistance, in this instance, after corresponding with the prison, they confirmed that between the time frames you requested, they held 1837 sets of daily meeting notes along with an additional 7 years of agendas and minutes across multiple platforms. This would require a manual search to find all documents requested and redact any exempt data. By fulfilling your current

request, it would exceed a level of collation that is considered reasonable.

Please quote the reference number 4841309 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.