Record requests for personal information

This article explains how to record a request for a client's personal information.

When a request is made for a client's personal information, the system can be used to help your organisation meet its compliance obligations by recording:

• the type of request
• who made the request, and
• information about what was provided.

To record a personal information request:

1. Navigate to the client's contact record under the Contacts tab.
2. Click on the Legal tab. You might need to use the More drop-down list at the end of the row of tabs to find this option.

3. Scroll down to the Personal Information Requests section.
4. Click on the New button.

5. This will open a New Personal Information Request form. The Client field will auto-fill with the client's name. Click in the Date Received field and use the calendar to record the date that the request was received.
6. Click on the Type of Request drop-down list and select from FOI (Freedom of Information), Ministerial or Other.
7. Type into the free-text field to indicate Who Requested Information.
8. Use the Status drop-down list to show whether the request is New, Active or Completed.

9. The next part of the form captures information about when your organisation responded and what documentation was provided. If you're adding a new request, you might need to come back to the record and add this information later.

10. You can also indicate whether the file was a JFS or Other type of file. Click on an option in the Available column and click on the right arrow to add it to the Chosen column.
11. Show who provided the authority to release the information by locating a worker in the Authority to Release By field.
12. Once you've added all of the available information about your request, click on the Save button.

13. Your new request will be listed under Personal Information Requests. To edit this record, click on the drop-down arrow at the end of the row and select Edit.