	Among other customers, GSA's CYCFreedom solution is in use at Greater Manchester Police & Hull Council. For further information, call GSA on 01455 299100 or click here to contact us.
CYCFreedom NEWS:	CycFreedom is one of the 81 finalists in the eGovernment National awards 2007 as submitted by the National ACPO FoI Central Referral Unit based at Hampshire Police

The complete Freedom of Information system

…records and tracks all subject access, data protection

and Freedom of Information requests.

Freedom of Information Request Management:Track your requests Store all associated documentation Free-text Searching Workflow for all tasks Manage internal checking processes Traffic lights identify status of requests Redact the document images Standard letters and Templates Export of meta-data and documents (e.g. to National Archive)

This solution will manage and record your Freedom of Information enquires, including the capture and storage of associated documentation - emails, scanned or faxed images, photos, all office documents together with full audit trails.

Use templates for standard letters with mail merge facilities and version control to record changes. Complete export facility for documents and meta-data, capable of creating full electronic case files and a composite tiff image file for permanent redaction or sanitisation of the requested information.

CycFreedom includes free-text searching (of both record meta-data, document meta-data and contents) that allows you to find any piece of information with ease and to support the identification of earlier requests for the same item.

The system comes with Cyclops Electronic Document Management and CycFlow integrated workflow capabilities, to organise, track tasks and requests.

CycFreedom has the capability to record and track all Subject Access, Data Protection, Environmental

Information, Insurance, Business As Usual and Freedom of Information Requests.

Create a Request Record

When a new Request Record is created, the Field display on the NEW RECORD screen is dependent on which Request TYPE is selected eg, Freedom of Information, Data Protection, Insurance, and Environment Act.

Records can be created, updated and closed with the ability to:

Create DIARY Notes,
Create and manage TASKS
Email,
Print,
Export data (in a variety of formats).
And create template letters and reports, (with merge facilities and full Version control)

Screen Print or FoI Request entered in CYCLOPS.

Search for a Record

Imperative for an Organisation is the ability to search for and find Request Records and Documents quickly and effectively.

All the data that forms a Record is searchable by:

Free Text search (of all text within a Record (OCR))
Or Meta Data searching (searching of all data entered in each Field in a Record and all data about the Record's Properties).

Complex query searches can be set up and selected by a Drop Down option. Search results can be filtered, exported, emailed, document-filter searched and highlighted with traffic light status indicators.

Search Results Screen in CYCLOPS.

More CycFreedom Features

The system allows for the use of templates for standard letters, with Mail Merge facilities and Version Control to record changes. There is also a complete Export facility for documents and meta-data, capable of creating full electronic case files and a composite tiff image file for permanent redaction or sanititation of the requested information.

To retrieve the requested information as part of an FoIA request, CycFreedom includes free-text searching (of both record meta-data, document meta-data and contents) that allows you to find any piece of information with ease and to support the identification of earlier requests for the same item.

There is of course the 20 working day FoI deadline. CycFreedom has an innovative ‘traffic light’ system which shows the status of all requests and allows for the clock to be stopped whilst enquiries are being undertaken or further information to be requested.

Additional Information

For every Request, a range of Tabs enable the management and updating of searchable data relating to:

Main Tab, Request and Requestor details
Further Details including Vexatious Requests, incurred costs, Case Closure
Check List for managing the Request

Personal Details relating to the Request Application
Exemptions applied to this Request
Any Appeal details
Any subsequent Court Actions
Related Requests

Save related Emails, Files and Documents

Additionally the solution enables all Request associated documents, files and emails to be stored with the Request Record. Above all, CYCLOPS modular nature ensures it can be configured to suit your Organisation.

All File formats can be saved in CycFreedom including tif, jpg, bmp, gif, pdf, sound or video, Microsoft Office Documents such as Word, Emails, all Email Attachments, CAD Drawings, or Text files. All variety of Paper Documents can be scanned using production-scanning capabilities.

Document VIEWER Screen in CYCLOPS Request and Document Management System.

The system includes the ability to redact or sanitise document images either permanently or temporarily using the Annotation Toolbar and right click options. For all stored documents, a complete Version History of all document versions exists as a right click feature.

Redaction Features with built in supervisor check facilities

The Chapter feature enables easy store and retrieval of a variety of document formats and sizes, from single to multiple hundred pages. From reports, letters, invoices, cheques, and scanned or faxed images, to photos, and all office documents. Full audit trails and configurable security access is a standard CYCLOPS feature.

Chapter Features to enhance handling for multiple hundred page documents

WorkFlow Tasking

CycFreedom offers a complete Case Management system for your Freedom of Information and Data Protection team from start to closure of each Request for Information.

The system comes with integrated Record and Document WorkFlow capabilities, to organise and track tasks and requests.

Wide Ranging Functionality

Through the Toolbar Buttons and options, Documents can be selected and:

sorted, filtered and reordered,
emailed,
printed,
or copied,
redacted & annotated

exported,
collated
and capability to produce a new single composite document (tif/pdf file format) from multiple file formats (permanent redaction or sanitisation can be performed)

Record and Document Searching

The extensive document search facilities enable every piece of data saved in CycFreedom to be searchable providing Property, Meta Data and Free Text (OCR) searching features. Text within typed documents can be searched for using Free Text searching (subject to OCR).

Freedom of Information

Click here to request further information or arrange a Free Demonstration.

CATALIST (formerly GCAT) Approved Solution

Under the National Framework Agreement for the Freedom Of Information Act GSA’s Freedom of Information solution ‘CycFreedom’ has been selected as one of the four CATALIST (GCAT) approved solution providers to meet the Act. Click here for further information about the Act.

The National Framework Agreement process permits public bodies, including, Local Authorities, Emergency Services, the Home Office and Police forces to select and purchase a system with no other procurement process required. Under the Framework Agreement, GSA Ltd negotiated for Public organisations, a pre-agreed bulk discount for the ‘CycFreedom’ Freedom Of Information Act solution.

In addition, these organisations also benefit from being able to then claim back the discount value from Government. This effectively doubles the discount, making this the most cost effective means to purchase a rigorously assessed solution for the Freedom of Information Act.

CYCFreedom FoI / DP EDRMS has been selected by Catalist as one of the four solution providers to meet the Act.

Click Here to view GSA's Freedom Of Information Overview

Freedom of Information & Subject Access Case Management

- a CATALIST (GCAT) Approved Solution