Other legal requirements

Expenditure reporting in accordance with the Electoral Act

Electoral Act 1907, section 175ZE

The Commission incurred the following expenditure in advertising, market research, polling, direct mail and media advertising:

Applications

2011/12

Advertising agencies

  • Adcorp

$77 669

Market research organisations

Nil

Polling organisations

Nil

Direct mail organisations

Nil

Media advertising organisations

  • Fairfax media group

$4 950

Total

$82 619

Compliance with public sector standards and ethical codes

Public Sector Management Act 1994, section 31(1)

The Commission fully complied with regard to the public sector standards, the Code of Ethics and the Commission’s code of conduct.

The Commission continues to develop policies and procedures in accordance with the public sector standards in human resource management, to ensure compliance and relevancy. In job description forms, the Commission includes its vision, purpose and values as well as a statement setting out how the Commission will measure its success in achieving these aims. All job description forms also state that the Commission supports equal employment opportunities for existing and potential officers.

The Commission is committed to continually seeking opportunities to improve current practices through internal auditing, reviewing of policies and procedures and through performance management and feedback. Training in accountable and ethical decision making and records awareness forms part of the induction for new officers, and all staff are supported with regular information sessions.

Disability access and inclusion plan outcomes

Disability Services Act 1993, section 29

In September 2010, the Commission lodged its finalised Disability access and inclusion plan (DAIP) with the Disabilities Services Commission, and in December 2010 was advised that the DAIP met the requirements of the Disability Services Act 1993. The DAIP outlines the Commission’s commitment to ensuring people with disabilities, their families and carers are able to access the Commission’s services, facilities and information—thereby providing them with the same opportunities, rights and responsibilities enjoyed by all other people in the community.

The Commission has submitted its DAIP progress report to the Disability Services Commission and is planning its actions and strategies for the upcoming year.

Record keeping plan

State Records Commission (SRC) Standard 2, Principle 6

The Commission’s record keeping plan covers records of the Commission and recognises that record keeping services are provided through a bureau service arrangement with Corporate Information from the Department of the Premier and Cabinet (DPC).

With the relocation to Dumas House, service areas captured records prior to the move. Storage areas onsite were greatly reduced with the digitisation of many records. Non-essential records were stored offsite to assist in planning with the relocation to overcome storage space constraints. Operations were minimally disrupted and services were still maintained to ensure record keeping compliance.

Evaluation of recordkeeping systems

An external audit was carried out by Stantons International Audit & Consulting Pty Ltd on the SRC’s principles, policies, standards, and the Commission’s recordkeeping plan in November and December 2011. There were no major issues and the Commission complied with the SRC requirements.

The Commission shares common records management procedures and controlled vocabulary with the DPC. These are reviewed annually by the DPC’s Corporate Information team and approved before use. Records management procedures and the controlled vocabulary were reviewed and updated after the relocation to Dumas House. Updates were also made to the Commission’s intranet.

The ongoing digitisation of significant hard copy records continue to be part of the contingency plan to ensure records are easily recovered electronically.

Record keeping training

The DPC has provided online records awareness training since the inception of the Commission. In 2011/12, the Commission acquired its own online records training system licensing and used it to complement the online employee induction provided by Techniworks, with all new employees completing the training.

In 2011/12, 35 sessions and 28.25 hours of training were provided to support a general records system user base of the 151 people enrolled. Also during the year, 69 records-related internal publications were produced and made available to staff including induction books, service updates and training manuals.

The records awareness training program provides a greater awareness and understanding of the Commission’s staff’s recordkeeping roles and responsibilities. The Deputy Commissioners and the Commissioner have been instrumental in ensuring compliance by all employees. Continuing emphasis is made in the Commission’s code of conduct and, for those who undertook their training more than three years ago, there will be a new survey conducted and refresher training.

Inclusion of record keeping in employee induction

The record keeping induction booklet is revised periodically and has been modified to suit the Commission’s needs at Dumas House. With the records awareness training complementing the induction process, the Commission ensures that its induction programs meet the compliance requirements of the record keeping plan. Record keeping roles and responsibilities are also included in accountability and ethical decision making training and the code of conduct.

Freedom of information

The Commission aims to assist Freedom of Information (FOI) applicants to access available documents at the least possible cost.

The table below provides a summary of the FOI applications finalised during this period. A more comprehensive breakdown of the statistics of the Commission is provided in the annual report of the Office of the Information Commissioner.

Applications

2011/12

2010/11

Received during the year

24

10

Finalised during the year

24

11

Average time to process (days)

29

48

Outcomes

2011/12

2010/11

Full access

0

2

Edited access

15

7

Deferred access

0

0

Section 26 access

2

0

Section 28 access

0

0

Access refused

3

2

Total decisions

20

11

Transferred to other agencies

0

0

Withdrawn

4

0

Total applications finalised

24

11

 


Page last updated 11 September 2014