Request
For the period 2014-2024 please provide a copy of your reclosure request tracking database, including all database fields not subject to an exemption, limited to requests made by UK public bodies.
Please could you ensure the dataset is disclosed with the following fields, if these fields are recorded.
-The document reference for the document a reclosure has been requested for.
-The UK public body making the reclosure request
-The category of reason for the request.
-Whether the request was approved or denied by the TNA.
If parts of this request are likely to take it over the FOIA cost limit, I would be grateful if we could chat on the phone about how reclosure requests are recorded by the TNA, to allow me to reformulate my request.
Outcome
No information held.
Response
The National Archives does not hold a ‘reclosure request tracking database’. This terminology is not considered to accurately reflect how reclosure operates at The National Archives, and we hope the following proves informative regarding how the reclosure process works.
Firstly, there are two main ways in which a record may be reclosed. The first means is through The National Archives reclosure process, in line with our published reclosure policy.
To understand how this works, we should explain that this process starts with the review of open records that have been designated as AUR (Access Under Review). AUR records are temporarily removed from public access until such time their access status can be reviewed. A record may be placed AUR due to potential sensitivities being identified by public officials (typically by members of staff at TNA) or members of the public, but this does not constitute a request for reclosure. Rather it would be more accurate to say that this is a request for a review of potential sensitivities and a reconsideration of the appropriate access status. A record with an AUR status may end up being reclosed under the FOI Act, or it may have its AUR status removed, and thereby placed back into public access. It is not possible to determine the appropriate status of an AUR record until such time as a sensitivity review can be conducted. We actively monitor records with an AUR status in order to ensure that sensitivity reviews are conducted. For those records where sensitivities are identified, we document whether a file is eventually reclosed in line with TNA’s reclosure policy.
Please note that a record that has an AUR status is not a reclosed record. Access can be requested at any time by a member of the public under the Freedom of Information Act, thereby obliging TNA (and under section 66 of the Act, by consulting the transferring government department), to make a determination on the record’s access status within the timeframe stipulated under section 10 of the Act.
On occasion, other government departments may advise that an open record contains sensitivities, but it will be a TNA member of staff who places a record AUR on departmental advice. TNA’s internal monitoring tools were not set-up in order to accurately capture data on whether records were placed AUR on the advice of other government departments. However, we do capture data on the source of a record being placed AUR, which occasionally refers to UK public bodies other than TNA. However, as explained previously, these would typically not constitute a ‘request’ for reclosure.
Please note there are also times when transferring government departments request that records due for opening on 1st January of the following year (in line with the 20-year rule) be temporarily given the AUR designation, to enable additional time to conduct sensitivity reviews. However, this is not within the scope of The National Archives’ Reclosure Policy, because the records were never open to the public. For more information on the annual review of records due to open, please see this guidance issued to departments.
Once a formerly open record with an AUR status has been reviewed for sensitivities by staff at The National Archives, a case is presented to a Reclosure Panel for review. If the application of FOI exemption(s) is agreed for formerly open information in a record, it may be reclosed in full or part, and an application is made to the Advisory Council on National Records and Archives (ACNRA) for reclosure under specific exemptions under the FOI Act. You can find our published annual figures for reclosed records on our website.
The second means by which a record may be reclosed involves government departments submitting applications directly for open records to be reclosed. This method is relatively uncommon, and we do not hold a specific database which tracks such requests. Requests of this nature will be the same as any standard application submitted by departments to our Access Team for the closure of records. These closure applications will then be sent to the Advisory Council on a schedule for consideration.
We hope this provides some assistance regarding how reclosure operates at TNA.