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p. 12 of 18 BACK | NEXT Definitions Executive Summary Introduction Public Communications and Development Effectiveness ADB’s Experience in Public Communications The Policy The Strategy Implementation Arrangements A. Roles and Responsibilities B. Procedures for Accessing Information C. Effective Date and Transitional Period D. Monitoring and Reporting E. Review and Amendment Staffing and Resource Implications Compliance Review Recommendation

The Public Communications Policy of the Asian Development Bank: Disclosure and Exchange of Information : Implementation Arrangements

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B. Procedures for Accessing Information

1. Proactive Disclosure

153. Requests for information identified in the Policy as publicly available may be communicated to ADB orally or in writing. However, the time limits outlined in paragraph 157 shall start to run only from ADB's receipt of a request in writing. Requests may be directed to the InfoUnit, a resident mission or representative office, or an operations department. Any ADB staff member shall provide publicly available documents in the most expeditious and practical manner possible, which may include referring the requester to the relevant web link if the document is located on ADB's website and the requester has ready access to the internet.³¹

2. Exception-Based Requests for Information

154. For information and documents that are not publicly available under the Policy, requests must be received in writing (e-mail, mail, internet feedback form, or fax). Requests may be directed to the InfoUnit, or to the concerned resident mission or representative office. The contact details for the above offices shall be made publicly available.

155. Where a request concerns an ADB-assisted activity in a developing member country, the relevant operations department shall determine whether the document contains information that may not be made publicly available in accordance with the exceptions section (paragraphs 123-130), and shall consult with the government, project sponsor, or cofinancier, as appropriate. When certain information in a document is deemed confidential in accordance with the Policy's exceptions, the concerned department shall remove the confidential information before disclosing the document, while leaving reference to the excised material (with the reason for its removal). Staff from OER's InfoUnit shall provide guidance to other departments on the interpretation of the Policy as necessary.

3. Language of Requests

156. Requests may be submitted to ADB in English or in any of the official or national languages of ADB's members. Requests for information and documents submitted in languages other than English may be addressed to the relevant resident mission or InfoUnit.

4. Time Limits for Responses to Requests for Current Information

157. ADB shall acknowledge receipt of a request (as described in paragraphs 153 and 154) within 5 working days. ADB shall then notify the requester as soon as a decision has been made, and, in any event, no later than 30 calendar days after receiving the request. In its response, ADB shall either provide the requested information or the reasons why the request has been denied, indicating the particular provision in the Policy that justifies such refusal. ADB shall make the list of requests reviewed, and the corresponding decisions and reasons, publicly available.

5. Complaints

158. If a requester believes that a request has been unreasonably denied, or that the Policy has been interpreted improperly, a request for review may be submitted in writing to: Public Disclosure Advisory Committee, Asian Development Bank, 6 ADB Avenue, Mandaluyong City, 1550 Metro Manila, Philippines, or by e-mail to pdac@adb.org, or by fax to +63 2 636 2640.

159. The PDAC shall acknowledge receipt of a request within 5 working days. The PDAC will convene as soon as possible to consider complaints. In considering denials of requested information, the PDAC will consider the Policy's exceptions to making information publicly available, as well as the public's interest in disclosure of the requested information. The PDAC shall notify the requester of its decision in writing, giving its reasons, as soon as a decision has been made and, in any event, no later than 30 calendar days after receiving the request. The PDAC shall make a list of all such requests, the nature of each request, and the decision taken in each case publicly available on a rolling basis, updated no later than 2 weeks after a request or decision has been made.

6. Requests for Historical Information

160. Historical information is available on request in accordance with paragraphs 127-129 of the Policy. Such requests may be submitted in writing to: Information Resources and Services Section, Asian Development Bank, 6 ADB Avenue, Mandaluyong City, 1550 Metro Manila, Philippines, or by e-mail to adblibrary@adb.org, or by fax to +63 2 632 5020. Requests for historical information must identify the specific information requested; blanket requests for access to historical information will not be accepted. ADB shall acknowledge receipt of such requests within 5 working days, and shall respond to requests for historical information within 30 calendar days. This time period may be extended if the request is for a large amount of information.

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