Information Publication Scheme Plan
Introduction
The Department of Defence is an agency subject to the Freedom of Information Act 1982 (FOI Act) and is required to comply with the Acts Information Publication Scheme (IPS) requirements.
This plan describes how Defence implements and administers its IPS entries as required by s 8(1) of the FOI Act, by addressing:
- administration of the Defence IPS entries;
- information architecture;
- information required to be published;
- other information to be published; and
- IPS compliance review.
Defence will continue to build and foster a culture in which appropriate proactive disclosure of its information holdings is embraced. This is in recognition that public sector information is a national resource, managed for public purposes.
Purpose
The purpose of this agency plan is to:
- assist Defence in maintaining and enhancing its IPS entry;
- facilitate improved transparency about that entry; and
- further identify information for public release and ways in which Defence can improve compliance with the IPS requirements (s 8(1)).
Objectives
Defence's objective is to outline appropriate mechanisms and procedures to:
- manage its IPS entry;
- identify and publish all information required to be published (s 8(2));
- proactively identify and publish any other information to be published (s 8(4));
- review on a regular basis and ensure that information published as part of its IPS entry is accurate, up to date and complete (s 8B);
- ensure that information published as part of its IPS entry is easily discoverable, understandable, machine-readable, re-useable and transformable;
- ensure satisfactory conformance with Web Content Accessibility Guidelines (Version 2) (WCAG 2.0);
- measure the success of the Defence IPS entry by reference to community feedback and compliance review processes; and
- reduce the number of formal requests under the FOI Act by making information that is routinely sought readily available and accessible.
Administering our IPS entry
Governance arrangements
The Assistant Secretary, Freedom of Information and Information Management (FOIIM) is the strategic manager of Freedom of Information processes, the Information Publication Scheme, and corporate information management more generally. The FOIIM Branch administers the Defence IPS entry and is responsible for implementing, reviewing and revising this plan.
The governance arrangements established to support information management improvements in Defence include an Information Management Steering Committee. With membership at 1 Star/Senior Executive Service Band 1 level from each Group and Service, the Committee sets the whole-of Defence direction for corporate information management. The committee is co-chaired by the First Assistant Secretary Ministerial and Executive Coordination and Communication and the Chief Technology Officer.
Information asset framework
Publishing and managing the Defence IPS entry is undertaken in accordance with the existing Defence publishing framework, which consists of a set of processes underpinned by corporate strategies, policies and standards.
In 2013, a Defence Web Estate Manual will be released which will provide governance and guidance for preparation, authorisation and publishing of web content. Defence will continue to update its Records Management Policy to address changes in the Archives Act 1983 and Records in Evidence obligations, as well as the introduction of the Government's Digital Transition Policy.
The Information Management Strategic Framework (IMSF) which was endorsed by the Defence Committee in 2010 brings together a set of principles and objectives that underpin a whole-of-Defence approach to Information Management. The IMSF sets the stage for a series of new projects to be undertaken once the IMSF implementation roadmap is delivered in 2013.
Access
In keeping with the requirements of the whole-of-government Web Accessibility National Transition Strategy, Defence has established a web team to improve web services and access to Defence information. The team is responsible for monitoring Defence's vast web environment and implementing action required to ensure Defence websites comply with the web accessibility rating required by the Australian Government Information Management Office by the end of 2014.
In 2012, Defence completed a Business Requirements Report for a whole-of-Defence Web Content Management System (WCMS). The report provided the needs of a WCMS, in terms of functional requirements, strategic direction, legislation, policies and standards. Defence is endeavouring towards the acquisition and implementation of an Internet and Intranet WCMS that complies with government directions.
Register of information
Defence maintains an internal register of information required or permitted to be published under the IPS. The register contains details on:
- the business area and contact officer responsible for the information; when the information was last updated;
- when the information is next scheduled for review; and
- if a document is not published online, who the contact officer is to obtain a copy.
Currency
Defence ensures its IPS entry is accurate, up to date and complete by undertaking the following:
a. Adhering to the internal IPS standard operating procedures which set out roles and responsibilities and procedures to manage the IPS content, and include a notification and review process for adding new content and review of existing content for currency and relevancy.
b. Adhering to section 11C of the FOI Act by publishing decisions and documents released under FOI taking into consideration the Guidelines issued by the Australian Information Commissioner.
c. Inviting public feedback on the IPS.
Charges
Defence will not charge for information provided by email. There may be charges where the reimbursement or incidental cost would be more than $100. Generally there will be no charge where the cost would be below $100. Charges are noted in the following table.
| Format | Charges |
| Photocopy | 10 cents per page |
| Copy (other than photocopy) | $4.40 per page |
| Copy of the document in the form of a computer disk | An amount not exceeding the actual costs incurred by Defence in producing the copy |
| Copy of the document to be sent to the applicant by post or delivered to the applicant | An amount not exceeding the cost of postage or delivery |
Information architecture
The point of entry for public access to the Defence IPS is the Defence website homepage (http://www.defence.gov.au). The IPS can be accessed via the homepage navigation menu and the IPS icon.
The Defence IPS is structured as follows:
- About Us
- Services
- Finances
- Priorities
- Operational Information
- Consultation Arrangements
- Disclosures
- Reports & Publications
- IPS Site Map
- Contact Us
- IPS Plan
The Defence IPS contains a site map. A subscription feature is also available for the FOI Disclosure Log and Hot Issue Briefs.
Information required to be published under the IPS
Defence has published mandatory information required to be published under the IPS (s 8(2)) in the IPS section of the website at http://www.defence.gov.au/ips.
This includes:
- a plan for the Information Publication Scheme (this plan);
- an organisation chart setting out the structure of the organisation;
- details of our functions, including decision-making powers and other powers affecting members of the public;
- details of appointments of officers made under Acts - such as appointments of statutory officers;
- our annual reports;
- details of consultation arrangements for members of the public to comment on specific policy proposals for which Defence is responsible, including how (and to whom) those comments may be made;
- information which Defence routinely releases in response to FOI requests;
- information that Defence routinely provides to the Parliament in response to requests and orders from the Parliament;
- how we can be contacted about access to information or documents under the FOI Act; and
- our operational information insofar as it extends to our exercising functions and powers in making decisions or recommendations which may affect members of the public.
Other information to be published under the IPS
Defence proactively publishes other information that it holds (in addition to the information published under s 8(2)), taking into account the objects of the FOI Act (s 8(4)).
In keeping with improved accountability within Defence, from 20 January 2012, Hot Issue Briefs submitted to the Minister for Defence by the Department of Defence are publicly released under the IPS.
In 2013, Defence will launch a new section within the Disclosures section of the IPS called 'Information frequently requested'. This section will proactively publish statistics on Freedom of Information (FOI) requests and facts and figures relating to Defence staffing and expenditure. We anticipate that this initiative will reduce the number of Questions on Notice (QoNs), media enquiries and formal requests made under the FOI Act, by making information that is routinely sought, readily available and accessible.
IPS compliance review
Defence reviews the operation of the IPS annually and updates its plan each year. The current plan will be reviewed in November 2013.
Online information, in all formats, is regularly reviewed for currency and accuracy. Outdated information is replaced or archived.
A periodic analysis of Defence website statistics allows informed decisions as to the effectiveness of providing information online and the type of information being sought.
The success of the Defence IPS is determined by an analysis of public feedback via the Defence website's online feedback form, and the reduction of requests made for general and FOI information respectively.
Comments invited
Defence invites written comment on our IPS by form-based email or by post to:
Defence Web Information Capability
Corporate Information Management Directorate
Department of Defence
CP1-6-033
CAMPBELL PARK ACT 2600