Unlocking access: a guide to navigating the path to information
By Rackel Shikongo /
In today’s interconnected and data driven world, Access to Information is more than a right, it is a necessity.
Whether you are an individual in search of personal clarity, a researcher on a mission, or an organisation looking to make informed decisions, knowing how to request access to information is a valuable and empowering skill.
Below we outline key processes for accessing information, in accordance with standard procedures and best practices.
- Choosing the Mode of Request: Written or Oral
The first step in your journey is determining how you will submit your request. Information requests can be made either in writing or orally, depending on what suits your circumstances. Both methods are equally valid, and the decision lies entirely with the requester.
- Oral Requests are Documented
If you choose to make your request orally, rest assured that your inquiry will still be formally recorded. The information officer is mandated to reduce your oral request into writing and provide you with a copy. This ensures that your request is preserved in an official format, maintaining transparency and accuracy.
- Acknowledgment of Receipt
After your request has been submitted, the information officer will issue an acknowledgment of receipt in a prescribed format. This acknowledgment serves as a formal confirmation that your request is being processed. It is especially crucial in cases where the requested information is not readily available, as it provides a clear record of the request timeline.
- Assessing Information Availability
If the information you are seeking is readily available, the process is expedited. The information officer will provide the data without delay. Furthermore, both the request and the corresponding response will be recorded for administrative and legal purposes, ensuring accountability.
- Immediate Response and Record-Keeping
In some instances, the information officer may be able to provide an immediate response. When this occurs, the interaction will still be documented, preserving a record of the exchange and the information provided.
- The Importance of Providing a Reason
While not always mandatory, it is often beneficial and sometimes required for requesters to state a reason for seeking access to information. This rationale helps clarify the purpose of the request and guides the information officer in evaluating the urgency and relevance of the information sought. Requests linked to safeguarding life, liberty, or fundamental rights are given priority consideration.
- Providing Specific Details
The more detailed your request, the smoother your journey. Clearly describe the information you are seeking, and if applicable, explain why it is important. When requesting information that may protect a right or freedom, or in cases of urgency, include a brief statement explaining your reasoning.
Also, indicate your preferred language and format for receiving the information. If you are submitting a request on someone else’s behalf, be sure to provide proper authorisation.
In conclusion, accessing information does not need to be a discouraging task.
With the right approach and an understanding of the process, anyone can confidently request the data they need.
By following the outlined steps choosing your mode of communication, providing detailed information, and ensuring proper documentation you can unlock doors to knowledge that can inform, empower, and transform.
– Ms. Rackel Shikongo is the Practitioner for Access to Information and Communication at the Communications Regulatory Authority of Namibia (CRAN).
