FAQs

Sometimes the original Information Request Type must change. What happens to the Due Date?
The most obvious example is when you log an FOI request thinking it is simple and it turns out to be more complex. It might be that clarification by the applicant expands the scope or the department providing some or all of the expertise explains an unforseen depth and raises more questions than answers.

Example 1: FOI changes to FOI Extended

An FOI request allows you 20 working days to respond. Bank Holidays in your jurisdiction and weekends are excluded. If a request is complex or more time is required, you may be able to extend that response time to 40 working days. In some jurisdictions there may also be 60 day FOI periods.
You can start with an FOI request and realise at some point that it will not be as simple to respond as had originally been thought. Therefore, you can change it to an “FOI Extended” with 40 days to respond. The AXLR8 system will then take the days that have already run and recalculate the new due date and hence the days outstanding wil have 20 days added on.

Let us take a simple example. FOI Request 1234 comes in and is set as an FOI 20 request type. The code indicates that it is and FOI request and has 20 working dats to run. It comes in on 11/04/2025, the day I am writing this FAQ. The due date will become 14/05/2025. Please note I took this from Demoshire2 which is presently set to English Bank Holidays in 2025 ( April 18 & 21, May 5 & 26 and Aug 25th). Assume for now that no restart for Clarification was required.

Let’s say it runs for 5 working days. Now, there are 15 working days left. I decide it is a 40 day FOI request instead. Then the clock will keep the days already used but the due date will be calculated as if it had been a 40 day request in the first place. So, it will change the due date to 12/06/2025. and the countdown will change from 15 days left to 35 days left. You can see why the public holidays were mentioned above!

Example 2: FOI changes to DPA Access then to DPA Access Extended

This was a real query from a client.

“We also have a query about request types changing throughout the request life, and how this changes the due date on requests (e.g. if a request is first thought to be FOISA , then changed to DPA – Access request and then changed to DPA – Access complex).“

We can use this as an example and apply the principles above. Same public holidays for simplicity even though this actually came from a different jurisdiction – Scotland whose bank holidays are different as yours may be. We have applied the rule that a response last day for a DPA/SAR may not fall on a weekend or bank holiday.

Request Type:	Start with a FOI (20 working days)	Change to DPA Access (30 Calendar days)	Change to DPA Access Complex (89 Calendar days)
Start/Change Date	Fri 11/04/2025	Mon 14/04/2025	Tue 15/042025
Due Date	14/05/2025	09/05/2025	09/07/2025
Countdown days gone	0 days passed	1 Wday 3 Cdays	4 Cdays
Countdown days left	20 Wdays left	29 Cdays	87 Cdays

NB Please assume that any clarification or proof of ID has taken place beforehand. If it had not, the system would deal with those legitimate delays. It recalculates the Due Date as events take place.

AXLR8 are enhancing the system to work with calendar months. Choosing 28 days is accepted by most jurisdictions ( e.g. OIC). However, our feedback is that clients would prefer precise calendar months. This means that an IG team can complete a request in a 31 day month in 29 or 30 days. KPI reports will not show it as late. This new development is expected soon.

Example 3: May 25th 2018 – introduction of GDPR

The rules all changed for GDPR. AXLR8 just made the SAR requests starting on that Friday morning of the 25th run for a month. This is still the rule. Previously you were allowed 40 calendar days.

Every DPA request logged before midnight on 24th ran through to the end of its 40 day pre-GDPR processing time. So, AXLR8 made this enormous transition without any adverse results or extra charges.

Additional extended periods for more demanding SARS could also be chosen after that time.

Audit Trail

NB the changes made will be in the audit trail and so there is a visible “journey”. You can track how and when, the Coundown and Due Date has changed. It also shows which user made those changes.

KPIs

The Reports will accurately present the statistics. For example, it will show those responses which were late or on time and by how many days.

Questions?

You may have other examples and wish to play them through our system to check them.

Please do not hestiate to ask.