UNCLASSIFIED
Our references: FA 14/04/00565; ADF2014/12752
Dear Mr Fairless
Thank you for your enquiry, I have provided some advice for you to consider below.
In order for an authorised FOI decision maker to be satisfied that all reasonable searches and all relevant documents have been identified, in response to your request, a search and retrieval directly from those officers captured by your request would be best. This is because there are limitations to other methods such as an IT search and/or a TRIM records search.
The department can search emails, although has limited functionality in some respects. The department does not currently have journaling of emails covering a period longer than 3 months. In instances where emails are required from a longer time period, a backup of the relevant email account(s) is required. This requires the department to identify all relevant officers captured by your request, for which my notice included advice that there is no current high level list to identify all the relevant individuals. This service is performed by the department's external IT service provider and is charged to the department.
Further to that, a custom search script would need to be written to identify emails potentially in scope. Again, this is charged to the department.
It is likely that the department would consider issuing a charges notice under section 29 of the FOI Act and you would be charged the cost for those services as this is outside our business as usual practices for the processing of FOI requests.
The department can conduct a search within the TRIM records system, however key word searches could return a significant number of records for which many would likely be irrelevant to the scope of your request. I note each record returned as part of the search would need to be reviewed to identify if it held a relevant document. I would consider that this too would meet the parameters for an unreasonable diversion of the departments resources.
You may consider focusing your request to specific individuals; positions; and/or business areas within the department. For example: any high level policy documents on the use of social media; and/or any emails held by the National Communications Branch, including the National Communications Manager on the use of social media. This would narrow the search and possibly allow the relevant business area (in this case, the National Communications Branch) to more easily locate potentially relevant documents.
I hope this information is of assistance
Yours Sincerely
Janelle
__________________________________
Janelle Raineri
FOI Inbox Manager
FOI & Privacy Policy Section
Department of Immigration and Border Protection
Email: [email address]
-----Original Message-----
From: Ben Fairless [mailto:foi+[email address]]
Sent: Wednesday, 23 April 2014 4:24 PM
To: FOI
Subject: Re: Notice under s.24AB of FOI Act – FA 14/04/00565 [SEC=UNCLASSIFIED]
Dear Janelle,
I write in response to your Practical Refusal Consultation notice issued under S24AB of the FOI Act.
I'm curious to understand why each employee would be individually required to search their emails? I assume the Department has an IT Department who would have access to search employee email?
Alternatively, wouldn't the requested documents be able to be located in TRIM (or other records management system used by the Department)?
I am, in essence, seeking documents which identify how the Department deals with Social Media both official and unoffical. I would appreciate the Department's suggestions on how my request could be refined if you are unable to work with my suggestions above on how to locate the information.
Yours sincerely,
Ben Fairless
-----Original Message-----
UNCLASSIFIED
Our references: FA 14/04/00565; ADF2014/12752
Dear Mr Fairless
This email refers to your FOI request received on 6 April 2014 seeking access to:
1 - Any current policy documents which relate to the use of Social Media (both Official and Unofficial) by the DIBP or employees and contractors of DIBP.
2 - Any directions made in the last 12 months by any Senior Employees or Managers within DIBP that issue direction, instruction or advice to DIBP employees or contractors on Official or Unofficial use of Social Media.
The current due date for your FOI request is 6 May 2014.
The purpose of this email is to advise you (as required under s.24AB of the FOI Act) that I consider a 'practical refusal reason' exists under s.24AA of the Freedom of Information Act 1982 (FOI Act) in relation to your request. I have set out my reasons in the attached notice.
The FOI Act requires that you respond to this notice before the end of the consultation period, which is close of business Wednesday 7 May 2014.
As advised in the notice, you may reply to me at this email address ([1][DIBP request email]).
Yours Sincerely
Janelle
__________________________________
Janelle Raineri
Authorised FOI Decision Maker
A/g Assistant Director
FOI & Privacy Policy Section
Department of Immigration and Border Protection
Email: [2][DIBP request email]
UNCLASSIFIED
References
Visible links
1. mailto:[DIBP request email]
2. mailto:[DIBP request email]
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UNCLASSIFIED