Guideline: Processing freedom of information requests
Purpose
To set out the actions and time frames for the processing of freedom of information requests.
Definitions
Chargeable request is a request for documents other than the applicant’s own personal information.
Documents include but are not limited to paper documents, electronic documents, audio recordings, pictures, plans, photographs and emails. It does not include documents that are publicly available such as reference material that is otherwise available and documents that can be purchased from or available freely from the University.
Non-chargeable request is a request for access to an individual’s own personal information.
FOI Coordinator is an officer authorised under section 23(1) of the FOI Act to make decisions in relation to FOI requests.
Freedom of Information Act 1982 (Cth) (‘FOI Act’) is Commonwealth legislation that allows the public to seek access to information held by any Commonwealth agency or authority, including the Australian National University.
Guideline
The following actions are to be carried out by staff within the relevant time frames when processing freedom of information requests. These times represent the maximum times available. For simple requests (including those involving a small number of documents or where it is clear that no exemptions apply), the processing time will be shorter.
Calendar day | Action | Responsibility |
Determine validity of request | ||
0 | Is the request valid?
| FOI Coordinator |
Informs the Legal Office of the request if required | FOI Coordinator | |
1 | Advises FOI Coordinator which lawyer will be assisting | Legal Office |
Refers the request to the appropriate areas for confirmation that documents exist, estimate of time to locate documents, contact person for the request | FOI Coordinator | |
Assess charges | ||
2-3 |
| Responsible area |
4 | Chargeable request - sends an email to the responsible areas reminding them of estimation and search times | FOI Coordinator |
5 | Chargeable request - informs the FOI Coordinator of estimated search time | Responsible area |
Chargeable request:
| FOI Coordinator | |
PROCESSING TIMELINE SUSPENDED UNTIL CHARGES ARE ACCEPTED BY APPLICANT | ||
Retrieve documents | ||
6 | Receives deposit or full payment of charges from applicant:
| FOI Coordinator |
7-11 | Identifies documents and notes any objections to their release | Responsible area |
12 | Sends an email to the responsible areas reminding them of retrieval of documents | FOI Coordinator |
13 | Non-chargeable requests – sends acknowledgement letter to applicant | FOI Coordinator |
14 | Chargeable and non-chargeable requests - sends relevant documents to FOI Coordinator noting any objections to their release. | Responsible area |
Non-chargeable requests - sends acknowledgement letter to applicant | FOI Coordinator | |
Examine documents | ||
15-19 | Assesses relevance of documents to request, identifies sensitivities of documents in consultation with responsible area and Legal Office | FOI Coordinator |
20 | Consults with third parties if necessary | FOI Coordinator |
ADD 30 DAYS TO PROCESSING TIME, IF TIME FRAME IS EXTENDED e.g. consultation with third parties, imposition of a charge, extension granted by the Australian Information Commissioner or by agreement with applicant. | ||
21 | Informs responsible area and any other stakeholders of proposed exemptions and seek comments | FOI Coordinator |
Prepare decision letter | ||
22-24 |
| FOI Coordinator |
25 | Provides final comments about proposed exemptions | Responsible area |
Quality assurance | ||
26-28 | Sends decision letter and documents to alternate FOI delegate for final checking | FOI Coordinator |
29 | Considers proposed changes and implements if believes they are required | FOI Coordinator |
30 | Sends decision letter to applicant
| FOI Coordinator |
Informs the Legal Office of decision if required | FOI Coordinator | |
31-40 | Publishes material to the Disclosure Log, if appropriate | FOI Coordinator |
Delegations
- 000398: Make decisions in respect of requests made under the Freedom of Information Act for access to documents.
Information |
Printable version (PDF) |
Title | Processing freedom of information requests (NEW) |
Document Type | Guideline |
Document Number | ANUP_6030790 |
Version | 1 |
Purpose | To set out the actions and time frames for the processing of freedom of information requests. |
Audience | Staff, Students |
Category | Administrative |
Topic/ SubTopic | Information Management - Records & Archives |
Effective Date | 14 Jan 2020 |
Next Review Date | 13 Jan 2023 |
Responsible Officer: | |
Approved By: | University Librarian and Director, Scholarly Information Services |
Contact Area | Library, Archives and University Records |
Authority: |
Freedom of Information Act 1982 Archives Act 1983 |
Delegations | 398, 399 |