Section 16 Manual

7.0 Closing cases

7.1 A review can be brought to a conclusion in a number of ways, viz :

the application for review of the decision of the public body is withdrawn,
the review is discontinued,
a settlement is agreed between the parties,
the Commissioner completes her review of the decision of the public body under section 34(2) of the Act.

7.2 At the conclusion of a review the Investigator must :

arrange for all parties to be notified of the outcome of the review in writing,
return any original files or records supplied to the Office of the Information Commissioner by the public body to that body. Any files or papers returned must be acknowledged by the body concerned and the receipt placed on the case file.

7.3 In the case of reviews which are concluded by way of withdrawal of the application, the following instructions should be followed. If the applicant indicates orally that the application may be treated as withdrawn, then written confirmation should be sought. A copy of the written notice of withdrawal should be sent to the public body. Where it is not practical to obtain written confirmation from the applicant or where the applicant indicates otherwise, the Office will note the agreement of the applicant and issue written confirmation to the public body concerned.

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