How to request information
Overview
There are a few ways you can request information from us. On these pages, find out how to make a request for certain types of information.
You can request a copy of information in another language or in an alternative format such as large print or Braille.
Request publication scheme information
Like all Scottish public authorities, we must produce and maintain a ‘publication scheme’ under the Freedom of Information (Scotland) Act 2002. This lists the types of information we routinely make available, how to access them and what it costs.
We use the Model Publication Scheme 2018 produced by the Scottish Information Commissioner.
As part of this, we produce a regularly updated guide to the information that is available to members of the public.
Publication Scheme Guide 2018.
Our guide:
lets you see what information is (and is not available) in relation to each class
states the charges that may apply for requesting information
describes how to find the information easily
gives details of who to contact for help accessing information
explains how to request information that hasn’t been published
Information that we pro-actively make available through our publication scheme is usually on our website.
If this isn’t the case, or you’d like a hard copy of the information, you can contact the relevant team below.
Make a freedom of information request
You have a legal right to ask to see information held by Scotland’s public authorities, including us. Under the Freedom of Information (Scotland) Act 2002, all you have to do is request the information you want. We will then provide it to you within 20 working days.
How to make a Freedom of Information Request
You can write to us to request information not included in our publication scheme.
You can either:
email foi@hes.scot
post your request to FOI Officer, Historic Environment Scotland, Longmore House, Salisbury Place, Edinburgh, EH9 1SH
Freedom of information act exemptions
We aim to be as open as possible. But the Freedom of Information Act recognises that there may be valid reasons to withhold information.
This includes personal information and information relating to national security. Where we withhold information we will always tell you why.
You can ask us to review our decision if either:
we’ve taken longer than 20 days to respond to your request
you disagree with our reasons for withholding information
If you’re unhappy with our review decision, you can appeal to the independent Scottish Information Commissioner.
Reasons for such exemptions include, but aren’t limited to:
national security
health and safety
confidentiality
personal information
We will make as much as possible of the information available where an exemption applies.
For more on exemptions, see the Scottish Information Commissioner’s website.
Freedom of Information Disclosures
You can view details of the information released in response to successful Freedom of Information (FOI) requests. Also listed are the details of who to contact to get a copy of the information.
We aim to list new disclosures on this website as soon as possible after the information is released.
Request environmental information
You can write to us to request environmental information. This is information subject to the Environment Information (Scotland) Regulations 2004. This legislation complements the Freedom of Information Act but deals specifically with environmental issues.
You can either:
email foi@hes.scot
post your request to: FOI Officer, Historic Environment Scotland, Longmore House, Salisbury Place, Edinburgh, EH9 1SH
Most requests for environmental information are free of charge. We aim to respond to your written request within 20 working days of receiving it. But we may take up to 40 working days to respond in exceptional circumstances.
Request your personal information
Under the General Data Protection Regulation (GDPR), you can ask us whether we process any personal information about you. If we do, you can request a copy of this information.
This is called a subject access request.
You should write to our Data Protection Officer to submit a subject access request to Historic Environment Scotland: FOI Officer, Historic Environment Scotland, Longmore House, Salisbury Place, Edinburgh, EH9 1SH
Your request should include:
a contact address
proof of identity – such as a copy of your birth certificate, passport or driving licence
as much detail as possible about the information you want to access
We aim to meet your request within one month of receiving all of the above.
We may get in touch if we need further details to track down the information you want.
Request public sector information
As a public body, HES is subject to the Re-use of Public Sector Information Regulations 2015 (PSI Regulations).
The PSI Regulations aim to encourage enterprise by allowing for the re-use of information already created by public sector bodies such as HES.
Our Public Task
The PSI Regulations relate only to information that we hold as part of our Public Task.
Historic Environment Scotland’s (HES) Public Task for the purposes of the PSI Regulations comprises the principal activities for which we are responsible under the Historic Environment Scotland Act 2014 (2014 Act) and related legislation. Find out more about the Historic environment legislation in Scotland.
In summary, this includes:
investigating, caring for and promoting Scotland’s historic environment; and
managing HES’s collections as a national resource for reference, study and research.
HES’s Public Task also includes functions delegated to HES by Scottish Ministers relating to the management of the properties in care and the collections associated with them. HES’s delegated functions in respect of the properties in care, and associated collections, are set out fully in the Schemes of Delegation. In summary, they include:
ensuring the care, protection and conservation of the properties in care and associated collections;
safeguarding, articulating and promoting their cultural significance;
providing and facilitating public access; and
managing the associated commercial operations.
HES’s Public Task also include functions that arise from objectives set by Scottish Ministers, including, for example, a requirement to optimize its income from all sources.
Information
The PSI Regulations apply to information recorded in any form, including:
in writing
in electronic form
as a sound, visual or audio-visual recording
but excludes computer programs.
For further information, please download our Statement of Public Task, which includes a list of our main documents available for re-use.
Download our Statement of Public Task for PSI Purposes [PDF, 172KB]
Find out how to make a PSI enquiry or complaint
Our Statement of Public Task for Public Sector Information (PSI) purposes is published on our website.
If you have any questions about the Public Task Statement, or if you wish to make a request to re-use any of HES’s public sector information, you can either:
email enquiries@hes.scot
post your enquiry to: Historic Environment Scotland, Longmore House, Salisbury Place, Edinburgh, EH9 1SH
If you are submitting a request to re-use any HES public sector information, your request should include:
your name and an address for correspondence;
details of the HES information requested; and
details of the re-use which you wish to make of the HES information.
Under the PSI Regulations we are obliged to:
respond to you in writing within 20 working days or explain why we cannot meet this timeframe;
explain the reasons for our decision; and
set out your options for escalating your complaint if you are dissatisfied with our decision.
If HES permits your request for re-use, HES will make the document available:
in the format and language in which it is held as at the date of request for re-use; and
where possible and appropriate, (a) by electronic means; and (c) in open and machine-readable format together with its metadata.
We may impose conditions on re-use, which will be set out in a licence. We may charge for permitting re-use.
If you have a complaint about Historic Environment Scotland relating to the Re-use of Public Sector Information Regulations 2015, you can make a complaint or give feedback.
Availability of records
We can only provide copies of documents that still exist at the time a Freedom of Information (FOI) request is made.
Our Records Retention Schedule (RRS) sets out how long we’ll hold a record. This is to comply with public records legislation. The RRS applies to all records we create and hold.
You can make an FOI request for records created before the Act came into effect. But the RRS means that older information may no longer exist.
We follow the Code of Practice on Records Management – under section 61 of the Freedom of Information (Scotland) Act 2002.
Our Records Management Plan has been agreed on an ‘improvement model basis’ which means that to be fully compliant with the Public Records (Scotland) Act 2011 we will over the next few years continue to develop and improve our existing records management practices and introduce new procedures in accordance with The Keepers recommendations.
Charges for information
Charges for publication scheme information
All information contained within our publication scheme is available free of charge, unless otherwise stated. You can download the information from our website or we can send it to you by email.
We may charge for providing information in hard copy. We’ll let you know if a charge applies and how it’s calculated. Charges reflect copying and postage costs. We will only send out the information once the charge has been paid.
Copying costs
Photocopies may be charged at the standard rate of:
10p per black and white A4 copy
30p per colour A4 copy
Postage costs
We may charge you for the postage paid to send you information by first class post. We may also charge the cover price and postage of a small number of publications. These include:
guidebooks
technical advice notes
Historic Environment Scotland images
Charges for information not included in the publication scheme
Information not included in the publication scheme is free of charge up to £600. This is the upper cost limit set by the fees regulations under the Freedom of Information (Scotland) Act 2002.
We’ll do all we can to meet your request within this limit. But if it’s likely to cost us more than £600 to provide the information, we’ll ask you to refine your request to bring the cost within this limit.
Where this isn't possible, we may either:
opt to charge for costs projected above £600
decide not to provide the information
If we must charge you for information we’ll let you know before we send it.
Feedback and complaints
Re-use of Public Sector Information Regulations 2015
As a public body, HES is subject to the Re-use of Public Sector Information Regulations 2015 (PSI Regulations).
The PSI Regulations aim to encourage enterprise by allowing for the re-use of information already created by public sector bodies such as HES.
Our Public Task
The PSI Regulations relate only to information that we hold as part of our Public Task.
Historic Environment Scotland’s (HES) Public Task for the purposes of the PSI Regulations comprises the principal activities for which we are responsible under the Historic Environment Scotland Act 2014 (2014 Act) and related legislation. Find out more about the Historic environment legislation in Scotland. In summary, this includes:
investigating, caring for and promoting Scotland’s historic environment; and
managing HES’s collections as a national resource for reference, study and research.
HES’s Public Task also includes functions delegated to HES by Scottish Ministers relating to the management of the properties in care and the collections associated with them. HES’s delegated functions in respect of the properties in care, and associated collections, are set out fully in the Schemes of Delegation. In summary, they include:
ensuring the care, protection and conservation of the properties in care and associated collections;
safeguarding, articulating and promoting their cultural significance;
providing and facilitating public access; and
managing the associated commercial operations.
HES’s Public Task also include functions that arise from objectives set by Scottish Ministers, including, for example, a requirement to optimize its income from all sources.
Information
The PSI Regulations apply to information recorded in any form, including:
In writing
In electronic form
As a sound, visual or audio-visual recording
but excludes computer programs.
For further information, please view our Statement of Public Task, which includes a list of our main documents available for re-use.