Information held on computer disk or in a data base fits the definition of a document. Applicants have the right to request any document which is physically in the possession of the University, but access is subject to any possible exemptions as appears in the Act. A person does not have the right to obtain under the FOI Act publications which are sold by the University, documents which are held by the Public Record Office of Victoria or documents that are readily available to the public. There is no requirement for the University to create, in response to an FOI request, a document listing additional information, or to explain documents. Any person may make a request for a document under the Act.
Work begins on a request only when it is sufficiently specific and clear.
When a request is referred to the Freedom of Information Manager, the applicant should be advised. The Freedom of Information Manager makes the decision about access to documents and advises applicants in writing. Under the Act this must be done within 45 days of receiving the request. The decision in each case may be that access is granted in full, or denied in full, or in part granted and in part denied. The Freedom of Information Manager must advise the applicant if a document has been lost, has never existed or has been destroyed.