“If a public authority decides that it is not reasonably practicable to provide the information in the form preferred by the applicant … the authority must tell the applicant and give its reasons. The duty on the public authority is then to provide the information by any means which are reasonable in the circumstances.“If the applicant is not satisfied with the decision and wants to make a complaint, they must complete the public authority’s complaints procedure (if there is one). Once this process is complete, if the applicant remains dissatisfied, they may write to the ICO.”
Following on from the previous post on creating and publishing a spreadsheet online, here’s how you allow others to add to that, and how you track what happens:
To allow others to edit your spreadsheet, open it and click on Share (in the top right area) then click See who has access…
- Always require sign-in – users need to be signed in to their Google account to see this
- Let people view without signing in – users do not need a Google account to see it, but cannot edit
- Let people edit without signing in – users can edit the spreadsheet regardless of whether they have a Google account or not
This last option is best if you want to allow others to add information to your spreadsheet
But what if someone deletes all my data? Setting up alerts
On the same window you can set up the spreadsheet so you are alerted whenever anyone makes changes.
Click on My notification settings.
You will be presented with a number of options for when you are notified of any changes
If a change is made that you don’t like (e.g. someone deletes all data) go to File > Revision history
The spreadsheet will now have the latest change highlighted and above the top row of cells will be a number of new buttons – click on Older to see how the spreadsheet looked before the last change that was made.
Then click Revert to this one to change the spreadsheet back to how it looked then (You will be asked to confirm – click OK).
If this isn’t the version you want to revert to you can keep clicking Older to go back in the spreadsheet’s history. The Newer button will take you in the other direction, to more recent versions.
Making it really easy – allowing updates by form
There’s a better way to allow users to add data to your spreadsheet – creating a form. I explain how to do this here.
For some investigations it will be useful to create a public spreadsheet of information. There are 3 main reasons why:
- It’s a better way of displaying data than using a sentence of text
- It means people can easily see where the gaps are – and fill them in
- It also allows people to do interesting things with the data, like visualise it, or mix it up (‘mashup’) with information from elsewhere, e.g. maps