ACCESS TO INFORMATION (RECORDS) POLICY DOCUMENT CONTROL Managed by: Corporate Status: Approved Responsible position: Manager Information Services Contact number: 03 5153 9500 Date approved: 9 May 2017 Version: 2 File number: 7188439 Approved by: Council Next review date: May 2019 Security classification: Public CONTENTS 1. PURPOSE ....................................................................................................................... 3 2. POLICY STATEMENT ..................................................................................................... 3 3. RESPONSIBILITY FOR IMPLEMENTATION AND COMPLIANCE ............................... 7 5. REFERENCES / ASSOCIATED DOCUMENTS .............................................................. 8 6. PRIVACY AND HUMAN RIGHTS CONSIDERATION .................................................... 8 7. DEFINITIONS AND ABBREVIATIONS ........................................................................... 9 8. SUPPORTING PROCEDURES / GUIDELINES .............................................................. 9 REVISION HISTORY (Completed by Governance Officer) Approved/ Revision Amended/ Date Council / Management ECM Document Reference Ref. No. Rescinded Original Approved 01/06/2009 Management 4394826 5667193 1 Approved 05/08/2014 Council Policy refresh and migration to new template 2 Approved 09/05/2017 Council 7188439 ____________________________________________________________________________________________________________ Access to Information (Records) Policy 2017 Page 2 of 9 East Gippsland Shire Council 1. PURPOSE To ensure the preservation and security of East Gippsland Shire Council’s records. East Gippsland Shire Council (EGSC) holds archived records relating to the following nine municipalities: City of Bairnsdale (1990 – 1994); Shire of Bairnsdale (1868 – 1994); Shire of Croajingolong (1892); Shire of Omeo (1872 – 1994); Shire of Tambo (1882 – 1994); Shire of Orbost (1893 – 1994); Town of Bairnsdale (1967 – 1990); East Gippsland Shire Council (1994 to date); and a small number of records from the former Shire of Rosedale. These records are a rich resource for EGSC and for the wider community. They contain a vast amount of information about the history, growth and development of the East Gippsland region. The holding includes correspondence files; plans; minute and rate books; maps; drawings; works reports and artefacts including, photographs; flags; newspaper clippings; plaques, gavels; seals; medallions and mayoral regalia. The majority of the archives and artefacts are unique primary information sources and are unavailable elsewhere. 2. POLICY STATEMENT General This policy determines the availability and conditions of access to all records held by East Gippsland Shire Council (EGSC). This Policy is available to the public. The policy does not relate to processes for accessing documents under Freedom of Information applications, which are handled in accordance with the provisions of the Freedom of Information Act 1982. All applications for access to records that contain personal information will be assessed in accordance with Principle 2 – Use and Disclosure of the Privacy and Data Protection Act 2014 and the Information Privacy Policy. This policy acknowledges section 10AA of the Public Records Act 1973, certain records may be withheld from public inspection, which states: ____________________________________________________________________________________________________________ Access to Information (Records) Policy 2017 Page 3 of 9 East Gippsland Shire Council (1) This section applies to any record the disclosure of which would, or could reasonably be expected to- (a) cause damage to the security of the Commonwealth, any State or Territory; or (b) cause damage to the defence of the Commonwealth; or (c) cause damage to the international relations of the Commonwealth; or (d) endanger the security of any premises within the meaning of the word Terrorism (Community Protection) Act 2003. Records that could reasonably be expected to aid in the planning or commission of these acts may be closed under section 10AA. These include, but are not limited to: records documenting current schematics of transportation systems; records showing key elements of power, water or gas delivery systems; records of engineering schematics of public buildings; records documenting the State’s current disaster recovery plans, emergency response plans, and other relevant information about individual agency or statewide measures for dealing with attacks and disasters; and records outlining management and security planning for major events and public spaces. All staff must be aware of their responsibility to withhold records from public access if their disclosure could result in damage or endangerment as outlined above. Availability and Conditions of Access to Records Held Record Staff Access Public Access Comments Category/Type These records can Members of the Restricted records held in ACTIVE - only be accessed public will be Council’s Electronic Document Restricted by staff for current required to complete Records Management System Records operational needs, a written request (EDRMS) will be assigned a for work related specifying which confidential classification. research or for records and the completion of work purpose for access. related duties. Such requests will be tasked to the appropriate Responsible Officer for action. ALL requests to No public access. Information Management staff ACTIVE - access a will only retrieve personnel Personnel personnel file files on the request of Human Records (either your own or Resources officers. other member of staff) must be made to the Human Resources Department. ____________________________________________________________________________________________________________ Access to Information (Records) Policy 2017 Page 4 of 9 East Gippsland Shire Council Record Staff Access Public Access Comments Category/Type These records are Members of the Unrestricted records held in ACTIVE - available to all public will be the EDRMS are accessible by Unrestricted staff for current required to complete all staff. Records operational needs, a written request for work related specifying which research, or for records and the completion of work purpose for access. related duties. Requests will be tasked to the appropriate Responsible Officer for action. Available to view in Approved Council Business or Planning Service Centres on Permits request, free of charge Available to view in Approved Council Business or Subdivision Service Centres on Permits request, free of charge. Refer to list on Council website Documents – available for http://www.eastgippsland.vic.g public ov.au/files/assets/public/docu inspection ments/corporate_directorate/p olicies/documents_for_public_i nspection_-_october_2016.pdf These records Members of the ARCHIVED - can only be public will be Restricted accessed by required to complete Records staff for a written request current specifying which operational records and the needs, for purpose for access. work related Requests will be research, or tasked to the for completion appropriate of work Responsible Officer related duties. for action. ____________________________________________________________________________________________________________ Access to Information (Records) Policy 2017 Page 5 of 9 East Gippsland Shire Council Record Staff Access Public Access Comments Category/Type ALL requests to No access by public Information Management staff ARCHIVED - access a permitted. will only retrieve personnel Personnel personnel file files with Human Resources Records (either your own or officer approval. other member of Personnel records are staff) must be destroyed 50 years after the made to the staff member’s departure from Human Resources Council. Department. These records are Members of the ARCHIVED - available to all public will be Unrestricted staff for current required to complete Records operational needs, a written request for work related specifying which research, or for records and the completion of work purpose for access. related duties. Requests will be tasked to the appropriate Responsible Officer for action. The Information Members of the As many of these records are Damaged or Management public required to yet to be identified, all Fragile Team Leader or, if complete an applications for access to Records absent, the Senior Archives and/or Archived records will be Information Artefacts Access reviewed with this issue in Management Request form. mind. Officer will Applications will be determine to grant assessed by the or refuse access. Information Management Team Leader or if absent, the Senior Information Management Officer ____________________________________________________________________________________________________________ Access to Information (Records) Policy 2017 Page 6 of 9 East Gippsland Shire Council Record Staff Access Public Access Comments Category/Type HISTORICAL ARTEFACTS Including, but not Requests for access for Members of the public Each application for limited to: any artefact is to be will be required to access will be Photographs lodged via EDRMS and complete an Archives assessed on its Flags tasked to Director and/or Artefacts Access merit. Maps Corporate who will Request form. Criteria to be Newspaper determine to grant or Applications will be considered include: clippings refuse access. assessed by Director Reason for Plaques Corporate in consultation request Gavels with