I can inform the Deputy that my Department maintains document libraries for electronic documents and archives. In the years since the freedom of information legislation took effect, my Department has been able to locate electronic records required in response to a freedom of information query. Furthermore, my Department is currently upgrading its electronic document management facilities, to further improve its capabilities in this area.
Procedures are in place in the Garda Siochána to ensure that documents are retained in accordance with the National Archives Acts. There are also procedures in place to ensure that data held on PULSE system and office based systems are backed up electronically. The Garda Siochána is not, at present, a body for the purposes of the Freedom Information Act, 1997, as amended.
The Courts Service is currently in the process of researching record management systems in place in other organisations with a view to setting up a best practice procedure model for the Courts Service.
In relation to the Irish Prison Service records are maintained electronically in a way which allows for freedom of information requests and national archiving requirements.
Currently, the records of the probation and welfare service are being computerised and the system being installed will facilitate the retention of electronic records which will allow for the retrieval of these records in response to freedom of information and archive requests, using a notes based document library.
The Office of the Film Censor retains electronic records for the list of banned films, the list of prohibited videos and the censor's reports. These lists are available to the public under the Freedom of Information Act, 1997.
The main record held by the Censorship of Publications Office is the statutory register of prohibited publications. This is in the course of transfer to an electronic system. The remainder of the records, that is, correspondence received, minutes, out of date registers, copies of publications complained of, etc., are paper based and would not be suitable for electronic recording.
The Office of the Refugee Applications Commissioner maintains a comprehensive electronic database of asylum applications and document libraries for electronic documents and archives.
The Refugee Appeals Tribunal, maintains electronic records which track the progress of asylum cases at appeal stage and stores decisions.
The Criminal Injuries Compensation Tribunal maintains electronic records of correspondence between the tribunal and the applicants and general correspondence. The tribunal does not come under the Freedom of Information Act. However, an applicant may apply for a copy of their file and the tribunal will issue it to them.
The Legal Aid Board has in place formal procedures for the management and retention of its electronic records. The board is satisfied that it complies with all aspects of the Freedom of Information Act, 1997, since it came within the scope of that Act on 1 June 2002. The board has also consulted the national archives office on the specific issues of retention/disposal of its files and is implementing procedures which comply with that office's recommendations.
