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What kind of queries can be made?

Request for information

A request for information can be used to request existing and recorded information, e.g. a specific document, from an agency. If additional information must be obtained and analysed in order to respond to a request for information and the new information must be documented or recorded in another manner, then this is regarded as a request for explanation and the response is given pursuant to the procedure set forth in the Responses to Memoranda and Requests for Explanations Act.

The following data must be given verbally or in writing in a request for information:

  1. first name and surname of the person making the request for information;
  2. the name of the legal entity or the agency in the case of a request for information submitted on behalf of a legal entity or agency;
  3. contact details of the person making the request for information (postal or e-mail address or fax or telephone number) required by the holder of the information to issue the information or contact the person making the request for information;
  4. content of the requested information or the type, name and content of the document or the document details known to the person making the request for information; and
  5. the manner in which the request for information is to be satisfied.
If the request is for information that contains the personal data of the person making the request for information or third parties that are subject to access restriction, the Office must identify the person making the request for information before such information is issued. Information that concerns third parties can generally only be issued if the consent of such a third party to the issue of the data concerning them has been obtained. Information concerning a third party can only be issued without consent if this is permitted by the Personal Data Protection Act.

A request for information must be satisfied without delay, but not later than within five business days. The deadline for processing a request for information is calculated from the business day following its registration. If the Office needs to specify the request for information or if issuing the information is time-consuming, it may extend the deadline for satisfying the request to 15 business days. The Office will inform the person making the request for information about the extension of the deadline and the reasons why the deadline is extended within five business days.

A request for information may be denied if responding is technically impossible, the type of the information medium does not permit to satisfy the request or giving the information verbally is so time-consuming that it would excessively obstruct the performance of the main functions of the holder of the information.

If the Office receives a request for information that it does not have, it will pass on the request to the holder of the relevant information if possible or informs the person making the request that it cannot satisfy the request.

Memorandum

A memorandum is an address by a person in which the person makes a proposal to the addressee for the organisation of the work of an agency or body or the development of an area or provides information related to public life and state governance to the addressee.

Request for explanation

A request for explanation an address by a person whereby they: requests information from the addressee, for the provision of which the information possessed by the addressee needs to be analysed or synthesised or additional information needs to be collected or requests a legal explanation provided for in ยง 3 of the Response to Memoranda and Requests for Explanations Act.

A response to a memorandum or request for explanation is to be made without delay, but not later than within 30 calendar days of its registration. In cases of special need, depending on the complexity of the response, the deadline for responding may be extended to up to two months. A person is informed about the extension of the response deadline and the reasons for the extension.

The Office sends the memoranda and requests for explanations that are not within its area of competency to the competent agency.