About public access to documents (in Danish 'aktindsigt')

As a public institution DTU is subject to rules concerning public access to documents, which means everyone has the right to request access to documents and information at DTU.

A request for access does not need to include the word “aktindsigt” or otherwise reference the rules regarding the right for public access to documents, to be considered a request for access in accordance with said rules. This means that every request for access to documents or other materials sent from a person outside DTU should generally be considered a request for public access to documents.

1. Receiving an inquiry regarding public access to documents

• The person who sends the request can do so through  an e-mail to DTU or in another preferred way.
• When the request is received by an employee at DTU, Legal and Tech Transfer (Jura og Tech Trans Aktindsigt (AFRI) should be contacted. This should be done as soon as possible after receiving the request due to the short deadlines prescribed by law.
• It is the department /DTU unit (hereinafter “department”) that carries the overall responsibility regarding the processing of the access request. The department must promptly send confirmation of receival to the person requesting access. Legal and Tech Transfer will advise on the legal aspects of the process, as described further below.
• If the access request is received by a department that has legal advisors who can support the processing of the request, Legal and Tech Transfer does not need to be contacted.

2. Narrowing of the request

• If the request is unclear or too broad, making the identification of the relevant documents difficult, or if the request will require a disproportionate use of time and resources to process, the person who has sent the request should be asked to either narrow or specify the request further. This dialogue should be between the person who sent the request and the department. Legal and Tech Transfer will provide guidance in relation to this dialogue.

3. Gathering the documents

• All documents covered by the request (cases, e-mails, pdf’s, etc.) must be gathered by the relevant department.

4. Preliminary review of the documents

• The department will go through the gathered material first. The department will assess whether they find that parts of the material, for any reason, should not be disclosed to the public. If this is the case, the department shall inform Legal and Tech Transfer. If the requested material also includes documents or information from other public institutions or companies, this should be noted, given a consultation with such party should be conducted cf. below.

5. Consultation of others

• If the material includes documents or information originating from another public institution or company it may be necessary to consult the institution/company, so they have the opportunity to object to the disclosure of (parts of) the material. The consultation will be conducted together with Legal and Tech Transfer.

6. The exclusion of certain documents or information

• DTU is legally bound to disclose all material covered by the request unless certain documents or information is covered by one of the exemptions in the applicable law.
• When the material has been collected and the potential consultations have been conducted, Legal and Tech Transfer will review the material in relation to the input provided by the department cf., point 4. Legal and Tech Transfer will assess whether the information that the Department finds should be exempt from disclosure is covered by the exemption rules in the applicable law. Legal and Tech Transfer will also consider whether there is other information in the material that DTU is required to exclude from the disclosure. 

7. Decision and letter of response

• Legal and Tech Transfer will help draft the formal decision letter in relation to the access request, which will be sent to the requestee along with the material for disclosure. If some documents or information which was otherwise covered by the request have been exempted from the disclosure, this needs to be justified in the decision letter with reference to the correct articles of the relevant law. Legal and Tech Transfer will assist in this regard.

Read more about the filing obligation and DTU’s case and document management system (DTUDOCX).