Documents regarding the 2014 proactive release of the 'aus.gov.au' Privacy Impact Assessment
Dear Services Australia,
I seek access to documents concerning the decision by the then Department of Human Services (DHS), now Services Australia, to proactively release the following document:
Title: PRIVACY IMPACT ASSESSMENT ENHANCED PROVISIONING FOR AUS.GOV.AU
Date: 29 September 2011
The types of documents I seek include, but are not limited to:
Briefings, submissions, or memos recommending or approving the proactive release.
Emails, meeting minutes, or file notes discussing the rationale for the release.
Correspondence with other departments (e.g., Department of Finance and Deregulation) regarding the decision to publish the document.
Documents detailing the process or authority under which the decision to proactively release was made, particularly in relation to FOI request LEX 7511.
Timeframe for Search:
The scope of this request is limited to documents created between 13 March 2014 and 4 July 2014.
Exclusions and Background Information
For the avoidance of doubt, I do not seek access to the Privacy Impact Assessment document itself.
This request pertains to the decision-making process that led to its proactive release, which was mentioned by the FOI and Information Release Legal Branch in correspondence regarding request LEX 7511 in mid-2014.
Background correspondence: https://www.righttoknow.org.au/request/m...
Copy of the proactively released document: https://web.archive.org/web/201407030615...
I request that access be provided in electronic format via email.
Yours sincerely,
Steven Roddis
Thank you for contacting the Freedom of Information (FOI) team of Services
Australia (the Agency).
This email acknowledges your correspondence and provides general FOI
information .
We are currently experiencing a higher than usual volume of requests,
which has resulted in some delays in our review and response process. We
are seeking your agreement to extend the processing time by an additional
30 days. If you agree to this additional time, we would appreciate it if
you could reply to this email with “I agree to a 30 day extension of time”
at your earliest opportunity.
Administrative release of documents
The Agency uses administrative access arrangements ('the arrangements') to
release certain types of documents outside the FOI Act. We will advise you
if the documents you seek are suitable for release to you under the
arrangements. If you consent to receiving documents under the
arrangements, please reply to this email with “I agree to receive
documents via the arrangements where appropriate”.
Personal information of Agency staff
As part of the FOI process, we seek your consent to remove any information
that may identify junior staff. Please reply to this email with “I agree
to exclude staff details”.
Once you consent to remove this information, it will be irrelevant under
Section 22 of the FOI Act.
How we will send documents to you
We will use this email address to send you documents. We will advise you
if we are unable to send documents to you via email due to their size.
How long do I have to wait?
Unless your request has been extended, we are required to notify you
within 30 days.
Requesting a formal external review of a FOI deemed refusal decision
After the due date has past and you did not receive a decision, the
request becomes a ‘deemed refusal decision’. You may request the
Information Commissioner to review the ‘deemed refusal decision’. For
further information, see [1]Apply for an Information Commissioner review |
OAIC (or visit [2]www.oaic.gov.au).
References
Visible links
1. https://www.oaic.gov.au/freedom-of-infor...
2. http://www.oaic.gov.au/
Dear Services Australia,
Thank you for your email acknowledging my request under the Freedom of Information Act 1982 (FOI Act).
I am writing to decline your request for a 30-day extension to the statutory processing period.
The reason cited, 'a higher than usual volume of requests,' is a matter of the agency's internal resourcing. The FOI Act provides a statutory timeframe to ensure the public receives timely access to information, which is a cornerstone of government transparency and accountability. In my opinion, routinely seeking extensions due to workload pressures works against the spirit and objects of the Act and can incentivise the under-resourcing of essential functions like FOI processing.
The automated nature of your email also suggests that my specific request has not yet been reviewed. I therefore expect a decision to be provided within the original statutory timeframe.
Regarding the other points in your email:
Administrative Release: I agree to receive documents via administrative arrangements where appropriate, provided this does not prejudice my rights under the FOI Act.
Personal Information of Staff: I agree to the exclusion of names and identifying details of junior (non-SES) staff, except where the identity of a specific individual is directly relevant and material to the substance of my request.
Yours faithfully,
Steven Roddis
Dear Steven Roddis,
I am writing regarding your request (attached) for access, under Freedom
of Information Act 1982, to the following documents:
I seek access to documents concerning the decision by the then Department
of Human Services (DHS), now Services Australia, to proactively release
the following document:
Title: PRIVACY IMPACT ASSESSMENT ENHANCED PROVISIONING FOR AUS.GOV.AU
Date: 29 September 2011
The types of documents I seek include, but are not limited to:
Briefings, submissions, or memos recommending or approving the proactive
release.
Emails, meeting minutes, or file notes discussing the rationale for the
release.
Correspondence with other departments (e.g., Department of Finance and
Deregulation) regarding the decision to publish the document.
Documents detailing the process or authority under which the decision to
proactively release was made, particularly in relation to FOI request LEX
7511.
Timeframe for Search: The scope of this request is limited to documents
created between 13 March 2014 and 4 July 2014.
Exclusions and Background Information
For the avoidance of doubt, I do not seek access to the Privacy Impact
Assessment document itself.
This request pertains to the decision-making process that led to its
proactive release, which was mentioned by the FOI and Information Release
Legal Branch in correspondence regarding request LEX 7511 in mid-2014.
Background correspondence:
[1]https://aus01.safelinks.protection.outlo...
Copy of the proactively released document:
[2]https://aus01.safelinks.protection.outlo...
I request that access be provided in electronic format via email.
Your request, as it currently stands, is unclear as it appears to relate
to two separate PIA documents. Please note, I have chosen to number the
documents referred to below for clarity.
You have referenced a specific PIA document, being:
Document 1
Privacy Impact Assessment Enhanced Provisioning For Aus.Gov.Au
Enhanced Provisioning For Aus.Gov.Au
29 September 2011
Your request also refers to LEX 7511 which was withdrawn following the
advice to you that the then Department of Human Services intended to
proactively release the PIA document in scope of your request, being:
Document 2
Department of Human Services
Introduction of myGov (First Release)
Privacy Impact Assessment
8 May 2013
In order to identify and engage the relevant areas of the Agency to
perform searches for documents, or to direct your request to the most
appropriate Agency, it would be greatly appreciated if you could confirm
if you are seeking documents relating to Document 1, or Document 2.
A response by close of business 16 October 2025 would be greatly
appreciated so we can progress your request.
If we do not hear from you by this date, we intend to formally consult
with you under section 24AB of the FOI Act.
Kind regards
Jan, FOI Officer
FOI and Reviews Branch, Legal Services Division
[3]Visual brand element showing Services Australia progress symbol to left
with Services Australia wording to the right of the symbol. Underneath is
servicesaustralia.gov.au and icons representing our social media accounts.
To follow us on social media go to servicesaustralia.gov.au/socialmedia
Aligning the bottom of the signature block is the Services Australia
indigenous artwork strip consisting of cultural elements depicting our
agency’s progress story for First Nations people.
Services Australia acknowledges the Traditional Custodians of the lands we
live on. We pay our respects to all Elders, past and present, of all
Aboriginal and Torres Strait Islander nations.
References
Visible links
1. https://www.righttoknow.org.au/request/m...
2. https://web.archive.org/web/201407030615...
Dear FREEDOMOFINFORMATION,
Thanks for getting back to me, my apologies please ignore references to document 1, I've mistakenly referenced it instead of Document 2.
Document 2
```
Department of Human Services
Introduction of myGov (First Release)
Privacy Impact Assessment
8 May 2013
```
Is the document.
To my it easier I'll clarify my request:
I'm seeking Documents detailing the process or authority under which the decision to proactively release was made in relation to document 2.
I do not request document 2 (or document 1)
The types of documents I seek include, but are not limited to:
Briefings, submissions, or memos recommending or approving the proactive release.
Emails, meeting minutes, or file notes discussing the rationale for the release.
Correspondence with other departments (e.g., Department of Finance and Deregulation) regarding the decision to publish the document.
To avoid wasting time, I'm happy to narrow my scope by consulting with you.
I also want to exclude drafts.
Please exclude any documents that merely reference the proactive release but do not contain anything of substance: For example an email asking to discuss it but with no actual facts discussed can be excluded.
Timeframe for Search:
The scope of this request is limited to documents created between 13 March 2014 and 4 July 2014.
Yours sincerely,
Steven Roddis
Thank you for contacting the Freedom of Information (FOI) team of Services
Australia (the Agency).
This email acknowledges your correspondence and provides general FOI
information .
We are currently experiencing a higher than usual volume of requests,
which has resulted in some delays in our review and response process. We
are seeking your agreement to extend the processing time by an additional
30 days. If you agree to this additional time, we would appreciate it if
you could reply to this email with “I agree to a 30 day extension of time”
at your earliest opportunity.
Administrative release of documents
The Agency uses administrative access arrangements ('the arrangements') to
release certain types of documents outside the FOI Act. We will advise you
if the documents you seek are suitable for release to you under the
arrangements. If you consent to receiving documents under the
arrangements, please reply to this email with “I agree to receive
documents via the arrangements where appropriate”.
Personal information of Agency staff
As part of the FOI process, we seek your consent to remove any information
that may identify junior staff. Please reply to this email with “I agree
to exclude staff details”.
Once you consent to remove this information, it will be irrelevant under
Section 22 of the FOI Act.
How we will send documents to you
We will use this email address to send you documents. We will advise you
if we are unable to send documents to you via email due to their size.
How long do I have to wait?
Unless your request has been extended, we are required to notify you
within 30 days.
Requesting a formal external review of a FOI deemed refusal decision
After the due date has past and you did not receive a decision, the
request becomes a ‘deemed refusal decision’. You may request the
Information Commissioner to review the ‘deemed refusal decision’. For
further information, see [1]Apply for an Information Commissioner review |
OAIC (or visit [2]www.oaic.gov.au).
References
Visible links
1. https://www.oaic.gov.au/freedom-of-infor...
2. http://www.oaic.gov.au/
Dear Steven
Thank you for your response (attached) clarifying the document relevant to
your request. I propose some minor adjustments to the wording of the scope
of your request, with a view to further consulting with areas of the
Agency that may hold the type of documents you are seeking. Importantly, I
have proposed removal of the ambiguous term ‘including but not limited to’
as we need to be specific about the types of documents you are seeking to
enable meaningful searches.
I have revised the scope of your request to be as follows:
I'm seeking Documents detailing the process or authority under which the
decision to proactively release was made in relation to the following
document:
Department of Human Services
Introduction of myGov (First Release)
Privacy Impact Assessment
8 May 2013
I do not request a copy of the document itself.
The types of documents I seek include:
1. Briefings, Submissions or Memos recommending or approving the
proactive release.
2. Emails, meeting minutes, or file notes discussing the rationale for
the release.
3. Correspondence with other departments (e.g., Department of Finance and
Deregulation) regarding the decision to publish the document.
I am happy to exclude:
1. any draft versions of the above document types
2. any documents that merely reference the proactive release but do not
contain anything of substance: For example, an email asking to discuss
it but with no actual facts discussed can be excluded.
Timeframe for Search:
The scope of this request is limited to documents created between 13 March
2014 and 4 July 2014.
Your confirmation stating that you agree with the above scope would be
greatly appreciated, by replying to this email by close of business 17
October 2025.
Kind regards
Jan, FOI Officer
FOI and Reviews Branch, Legal Services Division
[1]Visual brand element showing Services Australia progress symbol to left
with Services Australia wording to the right of the symbol. Underneath is
servicesaustralia.gov.au and icons representing our social media accounts.
To follow us on social media go to servicesaustralia.gov.au/socialmedia
Aligning the bottom of the signature block is the Services Australia
indigenous artwork strip consisting of cultural elements depicting our
agency’s progress story for First Nations people.
Services Australia acknowledges the Traditional Custodians of the lands we
live on. We pay our respects to all Elders, past and present, of all
Aboriginal and Torres Strait Islander nations.
References
Visible links
Thank you for contacting the Freedom of Information (FOI) team of Services
Australia (the Agency).
This email acknowledges your correspondence and provides general FOI
information .
We are currently experiencing a higher than usual volume of requests,
which has resulted in some delays in our review and response process. We
are seeking your agreement to extend the processing time by an additional
30 days. If you agree to this additional time, we would appreciate it if
you could reply to this email with “I agree to a 30 day extension of time”
at your earliest opportunity.
Administrative release of documents
The Agency uses administrative access arrangements ('the arrangements') to
release certain types of documents outside the FOI Act. We will advise you
if the documents you seek are suitable for release to you under the
arrangements. If you consent to receiving documents under the
arrangements, please reply to this email with “I agree to receive
documents via the arrangements where appropriate”.
Personal information of Agency staff
As part of the FOI process, we seek your consent to remove any information
that may identify junior staff. Please reply to this email with “I agree
to exclude staff details”.
Once you consent to remove this information, it will be irrelevant under
Section 22 of the FOI Act.
How we will send documents to you
We will use this email address to send you documents. We will advise you
if we are unable to send documents to you via email due to their size.
How long do I have to wait?
Unless your request has been extended, we are required to notify you
within 30 days.
Requesting a formal external review of a FOI deemed refusal decision
After the due date has past and you did not receive a decision, the
request becomes a ‘deemed refusal decision’. You may request the
Information Commissioner to review the ‘deemed refusal decision’. For
further information, see [1]Apply for an Information Commissioner review |
OAIC (or visit [2]www.oaic.gov.au).
References
Visible links
1. https://www.oaic.gov.au/freedom-of-infor...
2. http://www.oaic.gov.au/
Dear Steven
Thank you for your email (attached) clarifying the document you are
referring to in your request. As agreed, the scope of your request has
been updated accordingly to:
I'm seeking Documents detailing the process or authority under which the
decision to proactively release was made in relation to the following
document:
Department of Human Services
Introduction of myGov (First Release)
Privacy Impact Assessment
8 May 2013
I do not request a copy of the document itself.
The types of documents I seek include:
1. Briefings, Submissions or Memos recommending or approving the
proactive release.
2. Emails, meeting minutes, or file notes discussing the rationale for
the release.
3. Correspondence with other departments (e.g., Department of Finance and
Deregulation) regarding the decision to publish the document.
I am happy to exclude:
1. any draft versions of the above document types
2. any documents that merely reference the proactive release but do not
contain anything of substance: For example, an email asking to discuss
it but with no actual facts discussed can be excluded.
Timeframe for Search:
The scope of this request is limited to documents created between 13 March
2014 and 4 July 2014.
Due to the age of the decision referred to in your request (2014) I have
engaged the Cyber Operations Branch (Cyber) to conduct historical searches
to identify emails that may be relevant to your request. I am also in the
process of liaising with our Records Management Unit to determine if any
archived files exist relating to LEX 7511. FOI records were subject to
different methods of filing at that time and are not readily accessible.
Cyber searches may result in a significant number of documents being
captured that are not relevant to your request. As a result, I will need
to conduct a preliminary review of the results to determine:
1. if relevant documents exist, or
2. if a more targeted search criteria can be adopted to return only the
records of interest.
If I can identify relevant documents, I will need to examine them to
ascertain if they lead to additional areas of the Agency that may have
been involved in the decision to release the requested document at that
time and potentially engage those areas for additional document searches.
Any documents considered to be within the scope of your request will then
require review and potential consultation on any sensitivities. As such,
I require additional time to process your request.
Request for extension of time
Due to the above, I respectfully request an extension of time of 30 days
to process your request. The effect of the extension would mean the new
decision due date would be 25 November 2025.
If we are able to process your request and provide you with a decision
before this date, we will do so.
If a decision is not notified to you within time, your request will be
deemed to be refused by operation of the FOI Act. The Agency will continue
to process your request as a Statement of Reasons, however you will
unfortunately lose your internal review rights. Our objective for this
extension of time request is to ensure the decision and documents relevant
to your request are released on time under the FOI Act, thus maintaining
your internal review rights.
If you agree to this extension of time, it would be greatly appreciated if
you could please respond to this email stating ‘I agree’ by close of
business 23 October 2025.
Please note, if we do not receive a reply from you by the above date we
will continue to process your request.
Thank you for your patience and understanding.
Regards
Jan, FOI Officer
FOI and Reviews Branch, Legal Services Division
[1]Visual brand element showing Services Australia progress symbol to left
with Services Australia wording to the right of the symbol. Underneath is
servicesaustralia.gov.au and icons representing our social media accounts.
To follow us on social media go to servicesaustralia.gov.au/socialmedia
Aligning the bottom of the signature block is the Services Australia
indigenous artwork strip consisting of cultural elements depicting our
agency’s progress story for First Nations people.
Services Australia acknowledges the Traditional Custodians of the lands we
live on. We pay our respects to all Elders, past and present, of all
Aboriginal and Torres Strait Islander nations.
References
Visible links
Dear FREEDOMOFINFORMATION,
I agree to the extension of time.
Yours sincerely,
Steven Roddis
Thank you for contacting the Freedom of Information (FOI) team of Services
Australia (the Agency).
This email acknowledges your correspondence and provides general FOI
information .
We are currently experiencing a higher than usual volume of requests,
which has resulted in some delays in our review and response process. We
are seeking your agreement to extend the processing time by an additional
30 days. If you agree to this additional time, we would appreciate it if
you could reply to this email with “I agree to a 30 day extension of time”
at your earliest opportunity.
Administrative release of documents
The Agency uses administrative access arrangements ('the arrangements') to
release certain types of documents outside the FOI Act. We will advise you
if the documents you seek are suitable for release to you under the
arrangements. If you consent to receiving documents under the
arrangements, please reply to this email with “I agree to receive
documents via the arrangements where appropriate”.
Personal information of Agency staff
As part of the FOI process, we seek your consent to remove any information
that may identify junior staff. Please reply to this email with “I agree
to exclude staff details”.
Once you consent to remove this information, it will be irrelevant under
Section 22 of the FOI Act.
How we will send documents to you
We will use this email address to send you documents. We will advise you
if we are unable to send documents to you via email due to their size.
How long do I have to wait?
Unless your request has been extended, we are required to notify you
within 30 days.
Requesting a formal external review of a FOI deemed refusal decision
After the due date has past and you did not receive a decision, the
request becomes a ‘deemed refusal decision’. You may request the
Information Commissioner to review the ‘deemed refusal decision’. For
further information, see [1]Apply for an Information Commissioner review |
OAIC (or visit [2]www.oaic.gov.au).
References
Visible links
1. https://www.oaic.gov.au/freedom-of-infor...
2. http://www.oaic.gov.au/
Dear Mr Roddis
Please find attached a letter relating to your request for access to
documents held by Services Australia under the Freedom of Information Act
1982.
If you have any questions regarding this matter or are unable to open the
attachments, please contact me by replying to this email.
Kind regards
Jan, FOI Officer
FOI and Reviews Branch, Legal Services Division
[1]Visual brand element showing Services Australia progress symbol to left
with Services Australia wording to the right of the symbol. Underneath is
servicesaustralia.gov.au and icons representing our social media accounts.
To follow us on social media go to servicesaustralia.gov.au/socialmedia
Aligning the bottom of the signature block is the Services Australia
indigenous artwork strip consisting of cultural elements depicting our
agency’s progress story for First Nations people.
Services Australia acknowledges the Traditional Custodians of the lands we
live on. We pay our respects to all Elders, past and present, of all
Aboriginal and Torres Strait Islander nations.
References
Visible links