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Information Manual (S15)

CLASSES OF RECORDS

The full range of records held in the Office of the Ombudsman may be grouped in the following broad categories (inevitably, there is some degree of overlap within these categories):

Internal Administration Records

- Personnel Records
- Records relating to staff training
- Office Finance/Accounts Records
- Assets Register
- Records of Civil/Public Service guidelines and circulars
- Records of correspondence with the Department of Finance and other Government - Departments and Offices in connection with their statutory, and other, functions
- Reference Library
- Computerised reference data bases
- Records of complaints coming within the Ombudsman's jurisdiction
- Records of complaints which do not come within the Ombudsman's jurisdiction
- Records of general enquiries from, and correspondence with, the public
- Records relating to press, publicity and public relations
- Records of addresses and educational talks by the Ombudsman or his staff to seminars, schools etc.
- Records relating to the Ombudsman's Annual Report
- Records of Management Meetings and other related records
- Records relating to policy development, including the Office's Strategic Management Plan
- Internal email communications, relating to official business, and stored on personal computers

Policy

- Records of discussions with Department of Finance and other Departments on policy matters
- Records of discussions with Ombudsman offices in other administrations relating to policy matters
- Records relating to the implementation of the Office's Strategic Management Plan

Legislation and Related Matters

- Records of discussions with other Departments or bodies concerning the operation of the Ombudsman Act, 1980
- Records relating to the proposed amendment of the Ombudsman Act
- Records of observations sought by Government Departments on draft legislation and other issues e.g. implementation of EU Directives
- Circulars/Guidelines issued by public bodies in relation to their own areas of activity e.g. circulars issued by the Department of the Environment and Local Government in relation to the activities of local authorities

Staff Instructions/Guidelines
- procedures for complaint handling
- liaison arrangements with bodies within remit
- guidelines for front-line staff
- code of practice for reception

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