Information Request (Teabenõue)

An information request is used to obtain information that already exists and has been recorded, such as a specific document.

If fulfilling the request requires the institution to collect additional information, analyze it, and create or record new information, the request is considered a request for clarification instead.

An information request (oral or written) must include:

1. The requester’s first and last name;
2. If submitted on behalf of an institution or legal entity, the name of that institution or legal entity;
3. Contact details (postal address, email address, fax number, or telephone number) through which the information can be delivered or the requester contacted;
4. A description of the requested information, or the type, title, and content of the document, or any document details known to the requester;
5. The preferred method for receiving the information.

If the requested information contains restricted personal data relating to the requester or a third party, the Office must verify the requester’s identity before releasing the information.  Information concerning third parties may generally be disclosed only with the consent of the person concerned. Without consent, such information may be released only where permitted by the Personal Data Protection Act.

The Office must respond to an information request without delay and no later than five working days. Time limits are calculated from the working day following registration of the request.

If clarification is needed or locating the information is time-consuming, the response deadline may be extended by up to 15 working days. The requester must be informed of the extension and its reasons within five working days.

The Office may refuse to fulfill an information request only if: There are no technical means to do so; The format of the information carrier prevents it; Providing the information orally would unreasonably interfere with the authority’s core functions due to the time required.

If the requested information is not held by the Office, it will, where possible, forward the request to the authority that holds the information or notify the requester of the refusal.

Memorandum / Suggestion (Märgukiri)

A memorandum is a submission in which a person: Makes proposals regarding the organization of an institution’s work or the development of a policy area; or Provides information related to public life or public administration.

A request for clarification is a submission in which a person:

1. Requests information that requires analysis, synthesis, or the collection of additional information by the authority; or
2. Requests a legal explanation as provided by the Responses to Memoranda and Requests for Clarification and Submission of Collective Addresses Act.