Source: https://www.oaic.gov.au/freedom-of-information/foi-guidelines/part-13-information-publication-scheme
Timestamp: 2019-09-19 04:43:07
Document Index: 141246585

Matched Legal Cases: ['art 13', 'art 13', 'art 14', 'art 14', 'arts 5', 'art 2', 'art 4', 'art 11', 'art 3']

Part 13 — Information publication scheme — OAIC
Tags: Information Publication Scheme Part 13 operational information agency plan annual report website
Version 1.4, October 2014
13.1 Part II of the FOI Act establishes an Information Publication Scheme (IPS) for Australian Government agencies subject to the Act. The IPS requires agencies to publish a broad range of information on their website and provides a means for agencies to proactively publish other information. Agencies must also publish a plan that explains how they intend to implement and administer the IPS (an agency plan).
13.2 The IPS underpins a pro-disclosure culture across government, and transforms the freedom of information framework from one that is reactive to individual requests for documents, to one that also relies more heavily on agency-driven publication of information. The IPS requirements also reflect the objective that information held by government is a national resource to be managed for public purposes (s 3(3)).
consider proactively publishing other government information (s 8(4))
13.6 Agencies must have regard to the objects of the FOI Act and these Guidelines in complying with the IPS requirements (ss 9A and 93A). These Guidelines provide information about the IPS requirements applying to agencies. They also include recommendations and guidance to encourage better practice.
13.8 The IPS does not apply to minister’s offices. They are subject to other requirements of the FOI Act, including the obligation to provide access to documents upon request under Part III of the Act, and the obligation to publish a disclosure log under s 11C (see Part 14 of these Guidelines).
13.9 The FOI Act embodies six principles that should guide agencies in meeting their IPS obligations:
published information should be accessible — in particular, it should comply with an agency’s obligation to meet the Web Content Accessibility Guidelines version 2 (WCAG 2.0) (see [13.124]–[13.125] below)
13.10 Agencies are also encouraged to have regard to the eight principles on open public sector information, published by the Australian Information Commissioner in Principles on Open Public Sector Information (May 2011).
other steps the agency will take to comply with IPS requirements
The purpose of an agency plan is to explain how an agency will comply with the IPS requirements.
13.13 An agency plan and IPS entry can be strengthened by inviting public comment on them. Agencies should explain in their plan how they will evaluate and act on any comments received.
13.14 Agencies should consider adopting the following headings in their agency plan, to promote consistency across government and make it easier for the public to access agency information:
13.15 Each of those headings is discussed in more detail below. In addition, an agency plan template is available at Annexure A.
13.16 The agency plan should explain the steps the agency will take to prepare its IPS entry and to manage the entry on an ongoing basis. The following matters could be addressed:
who (within the senior executive) is responsible for leading the agency’s work on IPS compliance
measures being taken to ensure that the agency’s IPS entry is accurate, up-to-date and complete (discussed below at [13.122]–[13.123])
measures (if any) being taken to improve an agency’s information asset management framework, to support its IPS compliance (see [13.18]–[13.19] below)
whether the agency has developed an internal IPS information register to assist it to efficiently identify documents for publication, record decisions made in relation to publication and systematically review IPS information for accuracy, currency and completeness (see [13.20] below)
provide details of access charges (if any) that the agency may impose for accessing information published under the IPS, and how charges will be calculated (ss 8D(4),(5)) (see [13.126]–[13.128] below)
13.17 The details of an agency plan are likely to reflect the agency’s size, functions and reporting obligations, and its resources and skills in information and communications technology, and information management. The agency plan could elaborate on those matters.
Information asset management framework
13.18 An asset management framework brings together key corporate planning activities and asset management. Asset management involves developing a process to manage, demand and guide the acquisition, use and disposal of assets. This process is intended to maximise service delivery potential and manage risks and costs over an asset’s lifecycle.
13.19 An information asset management framework is a subset of an agency’s wider asset management framework and deals specifically with information assets.[1] It would ideally be linked to an agency’s record management system and IPS information register.
IPS information register
13.20 An IPS information register could include the following information:
categories of information that were considered for publication under the IPS but were not published under s 8C (because the document contains exempt matter or publication is prohibited or restricted by an enactment)
13.21 The agency plan should explain how the agency will facilitate public access to the information published in an agency’s IPS entry. Matters that could be addressed include:
whether information will be published on the agency’s website, or on another website such as the website of the portfolio department (where applicable), www.comlaw.gov.au or www.data.gov.au
the headings under which information will be published (see [13.120]–[13.121] below for a suggested heading structure)
how the IPS entry will be notified on the agency website (for example, by using the IPS icon recommended by the Information Commissioner in the Guidance for Agency Websites: ’Access to information Web Page)[2]
the mechanism(s) that will be adopted by the agency for inviting community feedback on its IPS entry and compliance, and how the agency will evaluate and respond to comments received
13.22 The agency plan should describe the information an agency will publish as required by s 8(2). Those requirements are described in more detail below. A series of headings that agencies could use to enhance public access to government information published under the IPS is suggested below at [13.120]–[13.121].
13.23 The agency plan should describe the information an agency will publish under s 8(4) (discussed further below at [13.106]–[13.111]). The plan should specify how the agency has or will identify other information to be published. The timetable for publishing the information should also be included.
13.24 Agencies are required to complete a review of their IPS compliance by 1 May 2016, in conjunction with the Information Commissioner (ss 8F(a) and 9(1)). The OAIC’s compliance review program is described at [13.131]–[13.133].
13.25 It is open to an agency to undertake more regular reviews, or to review the individual elements of its IPS compliance at different times. The agency plan should indicate when and how the agency will undertake its compliance reviews. The plans should also explain whether the public will be invited to comment on the agency’s IPS entry as part of the compliance review.
the agency plan (discussed above at [13.11]–[13.15])
details of the structure of the agency’s organisation (for example, in the form of an organisation chart) ([13.29]–[13.37] below)
details of the agency’s functions, including its decision-making powers and other powers affecting members of the public (or any particular person or entity, or class of persons or entities) ([13.38]–[13.49] below)
details of appointments of officers of the agency that are made under Acts (other than Australian Public Service employees within the meaning of the Public Service Act 1999 — such as appointments of statutory office holders ([13.50]–[13.53] below)
the agency’s annual reports ([13.54]–[13.57] below)
details of arrangements for members of the public to comment on specific policy proposals for which the agency is responsible, including how (and to whom) those comments may be made ([13.58]–[13.62])
information in documents to which the agency routinely gives access in response to requests under Part III (access to documents) of the FOI Act, except information that is otherwise exempt ([13.63]–[13.75])
information that the agency routinely provides to the Parliament in response to requests and orders from the Parliament ([13.76]–[13.80])
details of an officer (or officers) who can be contacted about access to the agency’s information or documents under the FOI Act ([13.81]–[13.83])
the agency’s operational information (information held by the agency to assist it to perform or exercise its functions or powers in making decisions or recommendations affecting members of the public — or any particular person or entity, or class of persons or entities — for example the agency’s rules, guidelines, practices and precedents relating to those decisions and recommendations) ([13.84]–[13.103])
13.28 Agencies must publish an agency plan. This requirement was discussed above at [13.11]–[13.15].
13.29 Agencies must publish details of their organisational structure (s 8(2)(b)). This requirement is designed to make the details of an agency’s organisation structure easily accessible and discoverable by the public on the agency’s website. In meeting this requirement, agencies should consider their main audience — the general public — as well as particular classes of people or entities that are likely to visit the agency website.
13.32 The level of detail an agency provides about its organisational structure may depend on the agency’s particular characteristics, such as its size and functions.
13.33 For smaller agencies or those with a limited number of functions, it may be appropriate to identify each business line or unit that is managed by an officer in the Senior Executive Service responsible for carrying out one of the agency’s functions or powers. The lines of accountability from the manager of the business unit through to the agency’s chief executive officer could be specified. The nature of the agency function or power, and the role of the business unit, could also be explained.
13.34 For larger agencies, providing comprehensive organisational information could make the IPS entry unhelpfully long. If so, an agency should consider limiting its organisational information to the responsibilities of key Senior Executive Service officers. The nature of the agency function or power that officer supervises, and the key business units that carry out the function, could be explained. If this approach is taken, details should be given of how a person may obtain further information about the agency’s organisational structure.
13.35 Where an agency is responsible for a statutory committee, the agency should provide information about the committee and committee members.
13.36 Although not expressly required by s 8(2)(b), it is good practice to provide the name and contact details for each manager of a business unit. If this is not appropriate (for example, because of the risk of harassment, email spam or due to regular changes of staff), the agency should list the position title and provide contact details.
13.37 Information about an agency’s organisational structure must be accurate, up-to-date and complete ([13.122]–[13.123]). An agency’s IPS entry should be updated at the earliest opportunity following an internal agency reorganisation or a reallocation of responsibilities between agencies. It may assist the public to explain any key organisational changes, and to provide a link to other relevant agencies.
13.38 Agencies must publish details of their functions. This includes an agency’s decision-making and other powers that affect members of the public (or any particular person or entity, or class of persons or entities) (s 8(2)(c)). This requirement extends to functions and powers that derive from an enactment or an executive scheme (s 8(5)).
13.39 Agencies are not required to publish details of the activities they undertake that are incidental to their designated functions. See [13.47]–[13.49] below for more detail about incidental powers and functions.
13.41 Agencies already provide details of their functions and powers in annual reports, and at other locations such as www.australia.gov.au. It may be appropriate to just provide a link to this source, if the information provided there is comprehensive or presented in a way that will better assist the public to understand the agency’s function.
13.42 An agency’s functions should be described in terms that enable the public to ascertain the range and scope of those functions. Agency functions derive from many sources:
13.45 An agency’s powers can be described in their IPS entry separately, or as part of the description of the agency’s functions. Either way, the description should be adequate to enable the public to understand the range and scope of the agency’s powers that can affect them. It is not necessary to refer separately or in detail to each specific power conferred by legislation or otherwise. A general description of an agency’s powers and their source will be adequate. Nor is it necessary to refer to the particular section of an Act or clause of an instrument that confers a power, unless that will better assist a person to understand the agency’s functions.
13.46 There is a risk that too much detail in describing the functions or powers of an agency may unnecessarily lengthen or complicate the description and make it harder for the public to understand the agency’s role.
13.47 Agencies have incidental powers and functions to complement those expressly conferred on the agency. These incidental powers and functions enable an agency to carry on its business and administer the affairs of government. Examples are the corporate functions of an agency, such as its human resources, public relations and property management activities. Other incidental activities of government agencies include administering FOI requests and complying with the Public Governance, Performance and Accountability Act 2013 (PGPA Act).
13.49 An agency can include additional information in its IPS entry (s 8(4)), and it is therefore open to an agency to include information about functions and powers that are incidental, implied or not enumerated. This should be considered where the function is a distinct agency activity or the agency exercises a significant power. An example is the work an agency undertakes, or the powers it exercises to ensure compliance with its directions or program conditions.
13.51 This requirement applies to officers who are appointed under statute to a position or role in an agency — for example, the Commonwealth Ombudsman appointed under the Commonwealth Ombudsman Act 1976s 4, or the Chief Executive of Centrelink appointed under the Human Services (Centrelink) Act 1997s 7 (and who is also an Associate Secretary in the Department of Human Services). An officer who is appointed to a statutory position in another agency should be listed under the IPS entry of both agencies — for example, an officer of a department appointed to the Administrative Review Council under the Administrative Appeals Tribunal Act 1975s 49.
13.52 An agency is not required to list staff appointed under statute to a position with a generic designation, such as ‘investigator’. Nor are agencies that employ staff other than under the Public Service Act required to list staff they appoint under a general statutory authority.
13.53 Each appointment required to be listed in the IPS entry should include the following details:
the provision of the Act under which the person is appointed
13.54 Agencies are required to publish the full text of their most recent annual report as laid before the Parliament (s 8(2)(e)). Agencies may also include the annual reports for earlier years, many of which are already published on the internet.
the annual report prepared by each Commonwealth entity on their activities during the preceding financial year, as required by the PGPA Act s 46
the annual report prepared by the directors of a Commonwealth company, as required by the PGPA Act s 9
the annual report that a statutory agency is required to prepare on its operations during the year — for example, see the Ombudsman Act s 19
the annual report that an officer is required to prepare on the operation of a particular statute during the year — for example, the Environment Protection and Biodiversity Conversation Act 1999s 516, which requires the Secretary to prepare a report on the operation of that Act; the Bankruptcy Act 1966 s 12(1)(d) which imposes a similar obligation on the Inspector-General in Bankruptcy; and the Superannuation (Government Co-contribution for Low Income Earners) Act 2003 which requires the Commissioner of Taxation to prepare quarterly (s 54(1)) and annual (s 54(2)) reports on the working of that Act
a report prepared by an agency to enable a minister to satisfy an obligation to present an annual report to the Parliament — for example, the Aged Care Act 1997s 63.2
undertaken by an agency when making a legislative instrument, as required by the Legislative Instruments Act 2003s 17
undertaken by an agency in preparing a regulatory impact statement, in accordance with the Australian Government Guide to Regulation[3]
under an arrangement that an agency has established to enable members of the public to provide ongoing comment on an existing policy or program that is administered by the agency
13.60 As s 8(2)(f) applies to a policy development activity ‘for which the agency is responsible’, it can apply even though the obligation to consult is formally imposed by statute upon a minister or statutory officer. For example, the Gene Technology Act 2000s 22 provides that the Ministerial Council in developing policy principles may consult with ‘such industry groups ... and such environmental, consumer and other groups as the Ministerial Council considers appropriate’. The Australian Government agency that is carrying out that consultation for the Ministerial Council may need to publish details of that consultation.
13.61 There is no requirement to publish consultation exercises that do not contribute to policy development. For example, s 8(2)(f) would not ordinarily apply to consultation undertaken by the Australian Heritage Council pursuant to the Australian Heritage Council Act 2003s 22, which requires the Council to provide a reasonable opportunity to comment to the owner or occupier of a place that is proposed for inclusion in the register of the National Estate. Nor would s 8(2)(f) apply in carrying out the obligation imposed by the Environment Protection and Biodiversity Conservation Act 1999s 14, to consult a State before a property within that State is declared to be a World Heritage property.
13.62 If an agency has established an online consultation process for a specific policy proposal, the agency’s IPS entry should link to this process. The Australian Government Web Guide provides further information about online consultation and Government 2.0 tools.[4]
other information that the Information Commissioner has determined under s 8(3) would be unreasonable to publish (s 8(g)(iii) (see [13.73]–[13.75] below)
13.66 In deciding what information is ‘routinely’ accessed, agencies should have regard to the similar requirement in s 11C to publish a disclosure log of information released in response to FOI access requests (see Part 14 of these Guidelines). The purpose of the IPS is also relevant to deciding what is routine. It forms part of a new approach to information disclosure, which recognises that information held by government is a national resource, and that agencies should proactively publish information that may be of public interest. The IPS is also designed to lessen the number of individual document requests to agencies. Agencies should therefore take an expansive rather than a narrow view of what information is ‘routinely’ accessed. In particular, agencies should consider whether publishing the information would:
reduce the likelihood of further requests for the information
13.67 While the disclosure log will contain information an agency has released in response to individual requests, an IPS entry is to contain information that is ‘routinely’ released. That is, agencies are required to include in their IPS entry information that has been requested on multiple occasions. The information that was released may not have been identical on each occasion: it may have been revised or updated between requests, or the information may reflect a later development on the same topic. For example, an IPS entry could include statistical information about an agency’s service delivery performance that is regularly requested by the media or other members of the public. Another example would be the minutes of meetings that are regularly sought under the FOI Act.
13.68 Publication of information in a disclosure log will in some instances satisfy the requirement in s 8(2)(g) to publish that information under the IPS. To avoid dual publication, an agency’s IPS entry may contain a link to the disclosure log and a reference to the information to which the agency has routinely given access. Alternatively, an agency may decide that it is preferable, in complying with s 8(2)(g), for the IPS entry to contain either an extract from the disclosure log or a separate summary of information that is routinely released by the agency in response to FOI requests.
13.69 Whichever approach is adopted, agencies must ensure that the information is accurate, up-to-date and complete (s 8B). Consequently, if information contained in the disclosure log has been revised or replaced, an IPS entry which links to the disclosure log will also need to be amended.
13.70 As with the disclosure log requirements, an agency is not required to publish personal or business information as part of its IPS entry if it would be unreasonable to publish that information (ss 8(2)(g)(i), (ii)). As noted above at [13.65], agencies will generally not publish information given to an individual or business applicant in response to an FOI request that is personal to that applicant.
13.72 Where information is not published because an exception applies, agencies may record this in an IPS information register, including the title of the document to which an exception applies and the reason it was not published under the IPS (see [13.20] above on information registers). Capturing this information may help an agency if it needs to respond to any complaints to the Information Commissioner about its IPS compliance.
the estimated resource requirement for an agency to publish the information and whether this would impose an unreasonable burden on the agency
13.75 For further information about determinations under s 8(3), see the Information Publication Scheme (IPS) and Disclosure Log Determinations Policy and Procedure.
Information of a kind that is routinely requested from an agency by Parliament through a parliamentary committee
13.77 Section 8(2)(h) does not apply to an answer provided to a Question on Notice in the Parliament, unless the Question is of a recurring nature for information of a similar kind (including a Question requesting an update or revision of information earlier provided in response to a Question). Nor does s 8(2)(h) apply to an agency submission to a parliamentary committee. It is nevertheless open to an agency to publish that information in the IPS under s 8(4) of the FOI Act (other information). Agencies should also note that s 8(2)(h) operates alongside another guideline that requires online publication of information presented to the Parliament — see Department of the Prime Minister and Cabinet, Guidelines for the Presentation of Documents to the Parliament (including Government Documents, Government Responses to Committee Reports, Ministerial Statements, Annual Reports and Other Instruments), at [4.35].[6]
further requests or orders from the Parliament for the information are likely
13.80 If an agency is aware that information provided to Parliament has been published elsewhere (for example, on the Parliament’s website[7]), it would be appropriate to provide a link to that website.
13.81 Agencies must publish contact details of an officer (or officers) who can be contacted about access to the agency’s information or documents under the FOI Act (s 8(2)(i)).
13.83 Where it is not appropriate to include the name and contact details for each FOI contact officer (for example, because of the risk of harassment, spam or due to regular staff changes) the agency should provide contact details for the position.
13.84 An agency’s operational information must be published as part of an agency’s IPS entry (s 8(2)(j)). ‘Operational information’ is defined in s 8A(1) as:
13.86 Publication of that information is important in its own right, but is necessary also to ensure that members of the public are not disadvantaged through lack of awareness of the information used by agencies in decision making. Section 10 of the FOI Act reinforces that objective, by providing that a person must not be subjected to any prejudice that could have been avoided by the person had they been aware of operational information that should have been but was not published in the IPS. For more information about s 10 see [13.102]–[13.103].
13.87 Operational information is all information an agency holds, whether generated by the agency or not, that assists it to perform or exercise its functions or powers in making decisions or recommendations that affect members of the public (or any particular person or entity, or class of persons or entities). The person affected by an agency decision may be an individual, an organisation or a business entity. Examples of operational information include rules, guidelines, practices and precedents relating to decisions and recommendations affecting members of the public (s 8A).
is a procedure followed by the agency in investigating breaches or evasions of legislation and schemes
13.89 Four terms in the definition of ‘operational information’ in s 8A(1) mark out the breadth of the concept:
‘affecting members of the public (or any particular person or entity, or class of persons or entities)’
13.93 An agency’s functions and powers must be published in the IPS under s 8(2)(c). As described above at [13.38]–[13.49], a function may be assigned to an agency by legislation, an executive instrument or in some other manner; and an agency’s powers can be conferred in a similar way.
13.94 The list of functions and powers to be published in the IPS under s 8(2)(c) may be more extensive than the functions and powers that fall within the definition of ‘operational information’. Nevertheless, the s 8(2)(c) list provides a reliable starting point in identifying operational information to be published under s 8(2)(j).
13.95 The term ‘decision’ is to be understood broadly. For example, the Administrative Decisions (Judicial Review) Act 1977s 4(2) defines ‘making a decision’ to include making, suspending, revoking or refusing to make an order, award or determination; giving, suspending, revoking or refusing to give a certificate, direction, approval, consent or permission; issuing, suspending, revoking or refusing to issue a licence, authority or other instrument; imposing a condition or restriction; making a declaration, demand or requirement; retaining, or refusing to deliver up, an article; and doing or refusing to do any other act or thing.
13.96 The term ‘recommendation’ in s 8(2)(j) should be construed in a similarly broad manner.
13.97 These are words of limitation. They confine the concept of ‘operational information’ to decision making that affects members of the public in an individual manner or as members of a particular group or class (including an organisation or business entity). Examples are decisions or recommendations that concern a right, privilege or benefit of a member of the public or a class of people, or an obligation, penalty or detriment to which a person or class of people may be subject.
agency case management procedures for recording the handling of a matter or the making of a decision
13.99 Such documents that are not operational information can nevertheless be published by an agency under s 8(4). If such a document is released in response to an individual FOI request it may need to be published in the agency’s disclosure log under s 11C.
13.100 The reference in the definition of operational information in s 8A(1) to information that assists an agency to make decisions or recommendations ‘affecting members of the public’ means that the definition does not extend to agency manuals and rules relating to personnel management and staff conditions of employment. Those manuals and rules relate to employees in their employment capacity and not as members of the public. Nor, for the same reason, does the definition extend to information held by the Australian Public Service Commission relating to the review of decisions about APS employees.
13.101 Section 8A(2) provides that ‘[a]n agency’s operational information does not include information that is available to members of the public otherwise than by being published by (or on behalf of) the agency’. This exclusion applies to information such as law reports, books, guides and standards that are published by another body and that are used by agency officers in making decisions that affect members of the public.
13.102 Section 10 provides that a person must not be subjected to any prejudice, stemming from an agency’s performance of a function or exercise of a power, that the person could have avoided if they had had access to unpublished operational information. This rule applies, for example, where the eligibility requirements for a benefit or allowance (such as a closing date) are specified only in an agency publication, and should have been, but were not, published under the IPS. The rule applies only if the person could lawfully have avoided the prejudice if they had been aware of the unpublished information.
13.103 The rule does not apply to the agency’s performance of a function or the exercise of a power unless the agency had existed for more than 12 months. The agency is nevertheless expected to publish operational information under the IPS as soon as reasonably practicable after it acquires that information.
a document of an agency which is exempt under an exemption provision in Part IV of the Act; if a document contains exempt and non-exempt material the agency should prepare an edited copy (see Parts 5, 6 and 8 of these Guidelines)
a document in respect of which an agency, person or body is exempt under s 7 of the Act, such as an intelligence agency document or a document relating to the commercial activities of a specified body (see Part 2 of these Guidelines)
13.107 Agencies are generally best placed to identify other information that should be published under s 8(4). In doing so, agencies should strive to implement the objects of the FOI Act, which declare that information held by government is a national resource that should be managed for public purposes, and that the Parliament intends to increase scrutiny, discussion, comment and review of the Government’s activities (s 3). Agencies should also consider:
the Information Commissioner’s Principles on open public sector information, which encourage agencies to ensure government information is accessible without charge, based on open standards, easily discoverable, understandable, machine-readable, and freely reusable and transformable[9]
the OAIC’sInformation policy agency resource 2: Open data quick wins — getting the most out of agency publications, which explains how agencies can transform data they already publish in reports, websites and mobile apps into machine-readable formats that support reuse by others[10]
advice from the Australian Government Open Data Toolkit (currently in draft) and the Australian Government Web Guide, both of which discuss technical and other relevant matters that should be taken into account when publishing government data online[11]
13.108 As recommended earlier in these Guidelines (see [13.16] above), agencies should explain in their agency plan the steps they will take to review their information holdings and identify information that may be suitable for publication. This information should be described in the agency plan. To the extent possible, information that is suitable for publication should be identified as such from early in its lifecycle and published as soon as reasonably practicable. The agency plan should also provide a timetable of when information will be published or updated.
13.109 Agencies should review whether they hold any datasets that can be published for reuse. Publication of datasets on www.data.gov.au should be considered.[12] The agency website can link to that website to avoid duplication in publication. Agencies should ensure that published information is described according to the appropriate metadata standards to enable users to find it easily.
Will published information require revision or updating, or is it part of the historical record of agency activity?
Are there privacy or security concerns that require information to be edited or aggregated before it is published?[13]
13.112 This section discusses the principles agencies should observe in managing their IPS entry. Some of the principles are expressly required by the FOI Act, while some others are implicit in the objects of the Act (s 3) and in Part II establishing the IPS.
ensuring that information published by the agency is published on a website in accordance with ss 8D(2),(3)
if the need arises, taking appropriate action under s 10 to ensure that a person is not subjected to any prejudice as a result of not having access to operational information that was not published as required by s 8(2)(j)
13.116 Many agencies maintain their own website and will publish their IPS entry on that website. As stated in the guiding principles to these Guidelines (see [13.9] above), the IPS entry should be easily discoverable by the public, consistent with the object of the FOI Act to facilitate and promote public access to information, promptly and at the lowest reasonable cost (s 3(4)). Adopting the following practices will assist in facilitating public access:
Agencies should consider using the IPS icon published by the Information Commissioner to link to their IPS entry. Options include using the IPS icon on the agency homepage or including the icon on a dedicated ‘Access to information’ webpage. The Information Commissioner’s intention in publishing the icon is to aid the discoverability of agency IPS entries by encouraging a consistent approach across government. For more details, see Guidance for agency websites: ‘Access to information’ webpage.[14]
The agency should provide an alert service, such as an email notification service or RSS feed, to notify subscribers of new publications under the IPS or other developments in relation to the agency’s compliance with the IPS.
the Australian Government Web Guide,[15] which contains advice on publishing public sector information, implementing search and RSS functionality on websites, and agency online accessibility obligations
the Australian Human Rights Commission, World Wide Web Access: Disability Discrimination Act Advisory Notes (Version 4.0),[16]discussed below at [13.125]
technical guidance on implementing the AGLS Metadata Standard (AS 5044-2010) to improve visibility and availability of online resources[17]
13.121 Agencies may consider using the following headings in their publication framework. The information provided under those headings may extend beyond the categories of information described in s 8(2).
The agency plan as required by s 8(2)(a).
The organisation and structure of the agency, the location of offices, governance arrangements, senior management team and statutory appointments referred to in s 8(2)(d).
A description of the functions and powers of the agency, and the rules, guidelines, practices and precedents relating to those functions and powers (that is, operational information).
Annual reports laid before the Parliament, and other information routinely provided to the Parliament.
Consultation arrangements that enable members of the public to comment on specific policy proposal for which the agency is responsible.
For example, the corporate and strategic plans of the agency, and assessments and reviews undertaken of agency programs.
For example, financial information relating to pay and grading structures in the agency, procurement procedures, tendering and contracts.
For example, agency contracts, grants and appointments, links to datasets published by the agency, information held in registers required by law, and other lists and registers relating to the agency’s functions.
The contact details of an officer (or officers) who can be contacted about access to the agency’s information under the FOI Act.
Government agencies are required to conform to WCAG 2.0.[18] A staged compliance model requires agencies to conform to Level A by December 2012 and Level AA by December 2014.[19] Any new web content needs to conform to these standards as much as possible from the outset.
The Australian Human Rights Commission has also published World Wide Web Access: Disability Discrimination Act Advisory Notes (Version 4.0) which echo the obligation on agencies to conform to WCAG 2.0.[20]
13.127 For example, information may be contained in a recording that cannot be readily converted to electronic format for publication on and downloading from a website.[21] The agency can instead publish on a website details of how the information may be obtained, including the charge that would be imposed for making it available in a suitable format (s 8D(3)(c)).
13.128 A charge for IPS access is separate from the charges that can be imposed for processing access requests under the Charges Regulations.[22] The Charges Regulations may, however, provide useful guidance to an agency in calculating or imposing a charge for access under the IPS. The Charges Regulations are discussed in Part 4 of these Guidelines.
otherwise monitoring, investigating and reporting on the operation of the IPS
13.132 The OAIC has published an IPS self-assessment tool to help agencies identify any shortcomings in their IPS practices when undertaking the review under s 9.[23] The OAIC also conducted a major survey of IPS compliance in 2012.[24] Agencies can use the survey results together with the self-assessment tool to help improve their IPS performance.
13.133 Agencies should focus on the following five key elements of IPS compliance when undertaking the s 9 review:
13.134 The Information Commissioner can investigate complaints about an agency’s IPS compliance (s 70). The Commissioner can also undertake an own motion investigation into an agency’s FOI actions (s 69(2)). For more information see Part 11 of these Guidelines.
13.135 An agency’s IPS actions are not subject to IC review under Part VII of the Act.
13.136 The Information Commissioner is required to prepare an annual report on the operations of the OAIC (AIC Act s 30). The Commissioner will include in that report information on the administration of the IPS by agencies.
13.137 Section 93 of the FOI Act requires agencies to provide the Information Commissioner with information the Commissioner requires to prepare an annual report.[25] From July 2011, agencies have been required to provide information about staff resources devoted to managing the IPS.
13.139 As noted in the guiding principles to these Guidelines (see [13.9] dot point five above), the Information Commissioner encourages agencies to make information they publish under the IPS available for reuse on open licensing terms, as far as that is reasonable and practicable. Agencies should have a clear statement on their websites, on their homepage and/or on their IPS entry page, about the extent to which the public can reuse material in which they hold copyright.
13.140 In deciding on the appropriate licensing, agencies should consider the Australian Government Intellectual Property Manual and Guidelines on Publishing Public Sector Information.[26]
13.141 While most of the information an agency publishes in its IPS entry will have been created by government, there may be documents in the agency’s possession where a third party (such as the author or publisher of the material) owns the copyright.
13.144 If an agency knows the details of third party ownership of copyright in material it has published under the IPS, the agency should, with the copyright owner’s consent, provide contact details on its website, in order to help members of the public.
13.146 These protections complement the policy objective of the FOI Act, of providing a secure framework for publication of Australian Government information to the public. The protections are conditional, and apply only where a minister or agency officer publishes a document in good faith in the belief that the publication was required or permitted under the Act.
13.147 The legal protection provided by ss 90 and 92 applies also to the release of information in response to an FOI request, and to publication apart from the FOI Act where a minister or agency officer believes in good faith that publication is required or permitted. For more information about these protections see Part 3 of these Guidelines.
Annexure A — Agency plan template
access charges (if any) that the agency may impose for accessing information published under the IPS, and how charges will be calculated
Describe how the agency will facilitate public access to the information published in an agency’s IPS entry. This may include describing:
how the IPS entry will be notified on the agency website (for example, by using the IPS icon recommended by the Information Commissioner in Guidance for Agency Websites: ‘Access to information’ Web Page)
the mechanism that will be adopted by the agency for inviting community feedback on its IPS entry and compliance, and how the agency will evaluate and respond to comments received
Identify when the agency will review its IPS entry and compliance, in conjunction with the Information Commissioner.
[1] For further discussion of information asset management frameworks, see Issues Paper 1: Towards an Australian Government Information Policy (November 2010).
[2] See Guidance for Agency Websites: ’Access to information’ Web Page.
[3] Available at The Australian Government Guide to Regulation.
[4] Available at [dead link: http://webguide.gov.au/web-2-0].
[6] Available at [dead link: www.dpmc.gov.au/guidelines/index.cfm].
[7] Agencies are advised to check what information is accessible and where it can be located on the Parliament’s website before providing links (for example, the majority of submissions to committees are published on the inquiry webpages of the committees).
[8] See the model FOI page included in the Information Commissioner’s Guidance for Agency Websites: ‘Access to information’ Web Page.
[9] See Principles on Open Public Sector Information.
[10] See Open Data Quick Wins — Getting the Most Out of Agency Publications.
[11] Available at Open Data Toolkit and Publishing Public Sector Information.
[12] For guidance about preparing open data and publishing datasets on data.gov.au, see https://toolkit.data.gov.au.
[13] For guidance about de-identifying data before publication, see Information policy agency resource 1: de-identification of data and information at www.oaic.gov.au.
[14] See Guidance for Agency Websites: ‘Access to information’ Web Page.
[15] See www.webguide.gov.au.
[16] See World Wide Web Access: Disability Discrimination Act Advisory Notes
[17] See www.agls.gov.au.
[18] See Web Accessibility National Transition Strategy.
[19] The requirements of each level are explained in the Web Content Accessibility Guidelines (version 2), available at www.w3.org/TR/WCAG20/.
[20] Available at World Wide Web Access: Disability Discrimination Act Advisory Notes
[21] Explanatory Memorandum to the Freedom of Information Amendment (Reform) Bill 2010, p 8.
[22] Explanatory Memorandum to the Freedom of Information Amendment (Reform) Bill 2010, p 8.
[23] Available at www.oaic.gov.au.
[24] See Information Publication Scheme Survey 2012.
[25] See Guidance on agency FOI statistical returns to the OAIC (October 2012), available as an agency resource at www.oaic.gov.au. [Document no longer available at link.]
[26] Available at [dead link: www.ag.gov.au/intellectualproperty/Pages/IntellectualPropertyManual.aspx].