This statement explains why the record cannot be released in full or in part, referring to the relevant exemption categories. If the information does not fall into one of these categories, the record must be released for public access. Once the Archives opens a record to the public, it is open for anyone to see. In cases where people want to see information about themselves that is exempt from public access because it contains personal information, the Archives may give the person discretionary access. That is, the Archives may allow a person access to information about themselves in an open period record, but refuse general public access to that information.
Agencies can also give discretionary access to the public.
If a member of the public approaches a Commonwealth agency directly asking to see a record that is in their custody, the agency can give that person access to the record without consulting the Archives, much the same as with Freedom of Information applications. If the record is in Archives custody, the Commonwealth agency may provide the person with an Access Authorisation form. Agencies should use care when opening records to individuals. Normally very sensitive information should be released only to the person that the information concerns. Most decisions about public access to records more than 30 years old are made by the Archives without consulting controlling agencies.