By 30 June each year Defence is required to submit to the Office of the Privacy Commissioner a consolidated report of the:
• nature of the records of personal information kept by or on behalf of Defence;
• purpose for which each type of record is kept;
• classes of individuals about whom records are kept;
• period for which each type of record is kept;
• persons who are entitled to have access to personal information contained in the records and the conditions under which they are entitled to have that access; and
• steps that should be taken by persons wishing to obtain access to that information.
The report is required under section 14 of the Privacy Act (IPP5) This information is published in the Privacy Commissioner's Personal Information Digest (PID). The 2008 Defence report to the PID can be viewed here.
The Directorate Rights and Responsibilities prepares the Defence report from information provided by the Groups and Services.
Guidance on completing a PID entry is contained in the Office of the Privacy Commissioner publication titled How to Complete a Personal Information Digest Entry.