Researching online
FAQs
This section provides some helpful information about what Freedom of Information (FOI) is, and what effect it has on how we operate.
Records managers, archivists and other information professionals should also see the FOI section in services for professionals.
What is Freedom of Information?
The Freedom of Information (FOI) Act was passed on 30 November 2000. Its main effect is to give individuals a right of access to information held by public bodies. These rights of access came into effect from January 2005. Public bodies must tell any applicant, i.e. a person making a request, whether they hold the information sought. If they do hold it, they must provide this information to the applicant unless the information is subject to one of the exemptions in the act.
Which public bodies are covered by FOI?
The legislation covers a wide range of public sector bodies - Government departments, non-departmental public bodies, the armed forces, the National Health Service, local government, the police, colleges, universities and schools. It also includes a number of other public bodies that do not fall into these categories. Some private sector organisations are included, insofar as they undertake public sector functions; a full list is in Schedule I to the act.
FOI does not apply to information held by the Security Service, the Secret Intelligence Service, the Government Communications Headquarters (GCHQ), the Special Forces, or any unit or part-unit assisting GCHQ.
Does it cover the whole of the UK?
The Act applies to England and Wales, to Northern Ireland, and to information held by UK wide authorities listed in schedule I. It applies to authorities in Scotland only when they are exercising UK-wide functions. Information held by the Scottish Parliament, and Administration, is covered by the Scottish FOI Act 2002.
Does it apply to information in the archives?
Yes. Information in the archives is covered by FOI.
Who can make a request for information under FOI?
Anyone anywhere in the world can make a request under FOI. You do not have to be a UK citizen or live in the UK to use the rights of access granted by the act.
How can I make a request for information under FOI?
Making an FOI request is simple. All you have to do is write to us describing the information you are looking for and giving us a contact name and address. Remember that we will have a better chance of finding the information you seek if you include as much detail as possible. You can write to our Enquiry Service, The National Archives, Kew, Richmond, Surrey TW9 4DU - or you can use our online contact form
How long will it take?
Under the FOI Act, we have a duty to reply to your request and to provide the information, unless it is subject to an exemption, within 20 working days. Working days are defined as Monday to Friday, excluding bank holidays and other public holidays. In some cases, where an exemption may apply, the process might take slightly longer. We will write to you to tell you if this is the case.
What are exemptions?
Exemptions are grounds for refusing to provide information. The FOI Act contains a number of exemptions, for example information which might damage international relations. We will not withhold information unless an exemption applies.
Do I have to pay for the information?
Yes, if you want us to search for information in the archives for you, a charge will apply, although you will still be able to visit us and do your own research free of charge. When we receive your request, we will write back to you and tell you how much our search for the information will cost. When we receive your payment we will carry out the search and, if we find the information and can make it available, we will provide it to you.
The FOI Act allows authorities with their own statutory fee-setting arrangements to use those arrangements instead of the Fees Regulations under the FOI Act. The Public Records Act makes such provision and our search fee is set by Order under our Act. It is based on the time we think it will take us to find the information you seek and will aim to recover the cost of handling your enquiry.
If you would like information from The National Archives´ own administrative records, that is, the records of how we go about our business, you can make a request in exactly the same way. There is no charge for requests for this kind of information.
Are copies of documents provided and will they be they included in the research fee?
The research fee is for our search to find out whether we hold the information you have asked for. You can inspect the information we find here, free of charge, but if you want copies, we may charge separately for those copies.
Is there a limit on the amount of FOI research that will be done in response to my request?
The FOI Act allows us to limit the amount of work we do for an individual request for information through a cost limit. This has been set in the FOI Fees Regulations at £600 for central government departments. If your request goes over the cost limit, we will try to help you narrow it down until it is within the limit.
What should I do if I just want some general help using the archives?
If you would like some guidance on using the archives you do not have to submit an FOI request. We advise visitors to The National Archives at Kew, or people telephoning and writing to us for help, on how to make the most of the archives and we provide research guides on popular subjects. If you are not sure what kind of information is available, or what information you would like to see, you may wish to learn a little about the archives first, and perhaps submit an FOI request later. Here is a basic introduction to starting your own research.
Can I still see information in the archives without submitting an FOI request?
Of course. Visitors can still search the catalogues and order documents online and at The National Archives in Kew. FOI aims to improve access to information; it certainly does not hinder individual research.
Can I still contact an independent researcher?
Yes. We've provided details of how to contact an independent researcher to undertake research on your behalf. If you contact an independent researcher directly, this will not fall under the FOI regime.
Does FOI apply to closed records?
Yes. If you want to see a record which has not been released, you can submit an FOI request. We will review the record, in consultation with the government department which transferred it to us. If it is not subject to an FOI exemption, the information will be released to you.
Are records still subject to the 30 year closure rule?
The standard 30 year closure period has disappeared. Instead, records are open on transfer unless they contain information covered by an exemption.
What has happened to records closed for longer than 30 years under a Lord Chancellor's Instrument?
Those Lord Chancellor's Instruments ceased to apply in January 2005. If you ask to see those records, The National Archives and the government department concerned will review them as described above.
How can I access information retained by other government bodies, or held by another public body?
If the information you want is not held by us, we will try to help you find out where it might be. You will then have to submit an FOI request to that organisation.
