LEX 57875 - Document for Admnistrative Release - Extract from FOI Procedure Manual - Page 1 of 8
(e) For al personal requests POI and MSP/PS checks are to be undertaken by the registration officer.
If POI cannot be confirmed at registration it is the responsibility of the FOI officer to undertake
the necessary checks.
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Stage 5 – Notifying the Decision
Verification of Identity
270. Before sending documents containing personal information to a postal or email address you will
need to verify the postal or email address, as part of the process of verifying the identity of the
applicant (if the identity of the applicant is relevant to the decision whether to release the
documents).
Privacy checks
273. For each FOI request a two-step privacy check process is undertaken whenever FOI correspondence
is sent and when documents are released. This is to ensure the right correspondence and right
documents are going to the right applicant.
274. Privacy checks are required for all correspondence being sent externally. Postal and email
addresses must be checked against the original request and a database check of the address should
be included to ensure that the correct address information has been recorded.
275. Any attachments to correspondence must be checked to ensure the correct documents are being
sent to the correct applicant.
Mandatory Privacy Check
FOI officer
276. Prior to sending a matter to QA, an FOI officer
must undertake a Privacy check to ensure
documents have been complied correctly and documents have been checked for any third party
information was considered, redactions were applied appropriately and Tax file numbers were
removed. The check must be undertaken by opening the original FOI request and comparing this to
the address on the FOI correspondence and in the database to ensure this is correct and that the
correct applicant name and reference numbers have been applied.
277. This mandatory check must be documented in the LEX database via a hotkey – lower case ‘e’ and
hit the ‘back tick’ key. See Attachment H – LEX database Key Phrases.
Secondary check prior to release
LEX 57875 - Document for Admnistrative Release - Extract from FOI Procedure Manual - Page 3 of 8
278. Before any correspondence is sent externally, a privacy check
must be completed by another
member of the FOI team. This check must include looking at the original FOI request, the FOI
database and the prepared correspondence. This ensures that the correct applicant, correct
address/email is being used and final redacted documents are sent. When posting documents, the
check should include the correct address on the envelope.
279. Once the privacy check has been completed, the FOI Officer making the privacy check is to code a
file note in FOI LEX. See Attachment H – LEX database Key Phrases.
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Attachment D – Quality Assurance Guide
Freedom of Information Quality Assurance Guide and
Checklist
Decision Maker Responsibilities
All documents are checked for redaction before sending to the applicant
In addition to the quality assurance of the decision,
all documents must be checked by
another person before sending to the applicant.
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Guide – FOI Quality Assurance Checklist
Action
Open original request (shared drive LEX folder):
Address details in request– match the
address on the notice
Open LEX – go to file notes – reports and
display all file notes
Check the POI check done – generally
during registration phase.
No Privacy issues
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d
MANDATORY PRIVACY CHECKLIST - FOI
_____________________________________________
COMPILING FOI DOCUMENTS
1. Documents checked for third party information. Redactions applied as appropriate
and in line with the FOI Act (e.g. spouse, child not in care, wrong customer, lists of other
customer names)
LEX 57875 - Document for Admnistrative Release - Extract from FOI Procedure Manual - Page 8 of 8
____________________________________________
2. Tax File Numbers removed.
_______________________________________
PREPARE FOI LETTERS:
3. Correct Address used (latest address on FOI application or mainframe)
4. Cover letter checked for correct names and correct reference number/s.
_____________________________________________
BEFORE SENDING FOR QA
5. Final check of letters, schedule and documents for third party information
(appropriately considered under the FOI Act)
____________________________________________
e
FINAL PRIVACY CHECK PRIOR TO RELEASE (TO BE COMPLETED BY ANOTHER
PERSON)
____________________________________________
1. Check for correct documents to the correct customer, and correct address.
2. Final redactions applied to documents for release.
3. Checked that covering letter is consistent with the FOI decision and documents to be
released (FOI reference numbers match, amount of pages to be released matches
decision letter).
4. Final check for correct applicant and correct mailing address on envelope or email
(latest address on FOI application or mainframe)
5. S47F(5) documents are not attached to the initial decision. Held back for release to
qualified person. ____________________________________________
