Minutes Records Management Network Meeting
Meeting 10th October, 2001 Victorian Archives Conference Room
112 Macaulay Rd, North Melbourne
Welcome/Apologies
Ross Gibbs opened the meeting at 9.40am and welcomed the 90 present members.
The minutes of the meeting held 13th June were agreed.
"Privacy from the Commissioner",
Paul Chadwick, Privacy Commissioner
Paul Chadwick gave an overview of the Information Privacy Act, the Office of the Victorian Privacy Commissioner and his approach as Commissioner.
In response to questions from the audience, the following key issues were addressed:
- The Office of the Victorian Privacy Commissioner encourages agencies to develop their own individual Code of Conduct relevant to the Act. Focus should be on covering the type of activity that agency performs, rather than the department or council the agency falls under. This is particularly relevant for agencies that fall within a large department where it may not be feasible for one Code to cover the whole department. This issue needs to be examined further.
- The Commissioner recognises that certain Public Records will be exempt from the Information Privacy Act and will consult with agencies to identify these records.
- The need for Victorian Privacy procedures and legislation to fall in line with Federal practices to ensure consistency was discussed. Victoria can learn a lot from other Australian states that already have Privacy legislation and practices in place.
- A complaints procedure is yet to be developed but will involve consultancy with the agency/ies dealing with the complaint.
- In dealing with complaints, agencies with a Code of Conduct are encouraged to handle the complaint themselves with direct consultation with the complainant. Agencies without a Code of Conduct or complaints procedure should refer the matter to the Office of the Victorian Privacy Commissioner.
The Commissioner’s presentation is available on the RMN website:
www.prov.vic.gov.au/events/rmn/rmn.asp
and further queries can be emailed to enquiries@privacy.vic.gov.au.
"Practical Approach to Information Privacy",
Melanie Olynck, Senior Associate, Maddock, Lonie and Chisholm
Melanie Olynck discussed the practical application of the Information Privacy Act’s 10 principles and compliance strategies in readiness for the implementation of the Act in 2002.
Melanie expressed the following comments in response to questions from the audience:
- It is feasible and beneficial that one person acts as Freedom of Information Officer and Privacy Officer within an agency.
- Consent is not required from an individual to be listed as "next of kin".
- When considering destroying information, agencies are not obligated to anticipate possible future uses of this information (eg. historical research) if the information was not collected for this purpose. Michael Tinsley from PROV elaborated on this issue by pointing out that guidelines for the destruction of information in the Information Privacy Act may be overridden by other Acts, eg. Public Records Act, and should also be considered.
Melanie’s presentation is available on the RMN website:
www.prov.vic.gov.au/events/rmn/rmn.asp
"Criminal Justice Enhancement Program",
Philip Hind, Director CJEP, Department of Justice
Philip Hind discussed the CJEP, a series of projects facilitating the electronic streamlining and management of information within and across agencies in the Criminal Justice System.
Questions from the audiences generated the following responses:
- Currently, agencies are able to generate extracts electronically. This facility will continue under the new system with extracts being transferred electronically to E*Justice.
- The issue of medical record information requires further examination before any action can be taken. Privacy (who can have access to the information) and the fact that records are currently stored in different, possibly incompatible, systems need to be addressed. To ensure compliance with the requirements for duty of care, medical practitioners can currently update risk warnings on the system.
Philip’s presentation will be available shortly on the RMN website:
www.prov.vic.gov.au/events/rmn/rmn.asp
"Conditions for Private Providers of Vocational Training"
Beverly Adams, Manager Recognition, Office of Employment, Training and
Tertiary Education
Beverly Adams gave an overview of the recently approved Business Services Training Package and discussed formally recognised training and what it means to be a registered training organisation.
Beverly also directed the audience to the National Training Information Service website which provides information on recognised training organisations, courses and qualifications in Australia, including Public Records training:
Discussions with the audience highlighted the following points:
- The Training Board conducts discussions and information sessions to promote training to employers.
- Training organisations must comply with record keeping guidelines and practices.
Beverly’s presentation is available on the RMN website:
www.prov.vic.gov.au/events/rmn/rmn.asp
Meeting closed at 12.30pm
Next meeting: 2pm, Tuesday 11 December 2001
Geelong Historical Records Centre 51 Little Malop Street, Geelong (Melways Ref 401 F4)
Please note new venue, new day of the month and new time
Any queries regarding the RMN can be directed to
Tracey Manallack: % 9348 5613, fax 9348 5656, tracey.manallack@dpc.vic.gov.au
David Fowler: % 9348 5642, fax 9348 5656, david.fowler@dpc.vic.gov.au
RECORDS MANAGEMENT NETWORK MEETING