Dear Sir or Madam,

 

I am writing to request an s15AB extension for an FOI request made by applicant Tom Swann contactable at foi+[email address].

Details of the access request

Tom Swann lodged an FOI access request (complying with s15) with The Australian National University (ANU) on 15^th January 2013 (see attached). The ANU is due to make a decision on the applicant's request by 12^th February 2013.

Period of s 15AB extension sought

The ANU requests a 30 day extension under s15AB. This would make the new due date for a decision 14^th March 2013.

Reasons

• The reason for requesting an extension is the complexity of the search for documents related to the request and the absence of key staff that needed to be consulted with who were on leave during January 2013.

·         The applicant has requested a subject of information which requires consultation with key staff who have been unavailable (see request attached dated 15th January 2013). This has prevented a comprehensive search for all information and consultation concerning the possible exemption of information under the provisions of the FOI Act.

·         Determining the estimate of charges was difficult given the time required to conduct a comprehensive information search and making of a decision.

·         On 5th and 8th February 2012 and in accordance with s15AA of the FOI Act the ANU sent an email to the email address provided by the applicant requesting agreement from the applicant for a 30 day extension of time so that the decision can be provided by 14th March 2013 (see attached).

·         As yet we have not received a response from the applicant or any other person.

·         I believe that the applicant’s application was forwarded to the ANU via the automated message messaging service of the Right To Know project website (http://www.righttoknow.org.au/). The emailed application received by the ANU and the Right To Know website do not contain either a personal email or telephone contact details of the applicant. As such, we are unable to contact the applicant either by telephone or by an alternative email address.

·         The ANU will keep the applicant informed by the contact email address provided by the applicant as to the progress of the review and collation of the documents.  The ANU will endeavour to provide access to the documents before any extension if agreed by the applicant or Information Commissioner.

Below is a breakdown of how the ANU would use the extended period for processing the request. It sets out the actions still required on the request along with estimated dates for when the ANU will complete those actions:

·         By 18^th February – receipt of relevant documents from staff who have been absent from the University

·         By 4^th March – examination, consideration, collation, listing of documents

·         By 11^th March - consultation with relevant staff regarding application of possible exemptions and release of documents

·         By 14^th March – drafting and forwarding of decision letter to applicant

Yours faithfully,

Sue Clarke

Sue Clarke
Assistant Manager/FOI Officer
University Records
, Building 10A
The
ACT 0200

Telephone: + 61 2 6125 6430
Facsimile: + 61 2 6125 5571

Email: [email address]

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