M - Data Management

Question 1

What national laws regulate the collection and use of personal data in Australia?

Answer 1

1) The Privacy Act 1988

2) The Freedom of Information Act 1982

Question 2

What is The Privacy Act 1988?

Answer 2

Introduced to promote and protect the privacy of individuals and regulate how Australian Government Agencies and organisations with a turnover of more than $3m handle personal information.

The Privacy Act includes 13 Australian Privacy Principles, a breach of these can result in penalties

Question 3

What is the Freedom of Information Act 1982?

Answer 3

Provides individuals the right to request access to documents from AUSTRALIAN GOVERNMENT AGENCIES.

This can include documents containing personal information or other information such as:

• Information about policy making
• Administrative decision making
• Government service delivery

Some documents are exempt from the act such as documents affecting:

• National security
• Defence or international relations
• Law enforcement
• Public safety
• Cabinet documents

Question 4

What is the OAIC?

Answer 4

The Office of the Australian Information Commissioner

Question 5

What is the purpose of The Office of the Australian Information Commissioner and how do they carry out their role?

Answer 5

Its purpose is to promote and uphold privation and information access rights.

This is done by:

• Ensuring Australian Government Agencies and organisations with a turnover of more than $3m comply with the Privacy Act 1988
• Protecting the public’s right of access to documents under the Freedom of Information Act 1982
• Carrying out strategic information management functions within the Government

The OAIC

• Conducts investigations
• Handles complaints
• Reviews decisions made under the FOI Act
• Monitors agency administration
• Advises the public, organisations and agencies

Question 6

What is ISO 9001?

Answer 6

The international standard that specifies requirements for Quality Management Systems (QMS).
Organisations use the standard to demonstrate the ability to consistently provide products and services that meet customer and regulatory requirements

Question 7

How do you manage data?

Answer 7

Collect - Email
Collate - Job
Label - Job no, date etc
Store - In project folders / project email
Retrieve and share

Question 8

What are the benefits of a platform such as Acconex?

Answer 8

• 24 hour access to information
• Aids faster document approvals
• Supports the Green Agenda
• Provides an audit trail
• Less chance of losing information

Question 9

What is your organisations structured filing system?

Answer 9

1) All documents should be formally managed in relation to content, numbering, naming and authorisation
2) File naming should be standardised
3) Document templates should be created
4) New documents must be reviewed and approved
5) Standard filing structure