Background
The Torres Strait Regional Authority (TSRA) is an agency subject to the Freedom of Information Act 1982 (FOI Act) and is required to comply with the Information Publication Scheme (IPS) requirements. This agency plan describes how TSRA proposes to do this, as required by s 8(1) of the FOI Act. TSRA is currently undertaking a significant enhancement to its information management practices, founded on the principle that our information is one of our most important assets, and a key to our decision making the effective delivery of our programs. This plan is a sub-component of TSRA’s information management strategy, and dictates how TSRA will adhere to its obligations relating to the Information publication scheme, which is a public interface to TSRA’s information.
Purpose
The purpose of this agency plan is to:
• assist TSRA in planning and developing its contribution to the IPS
• show what information the agency proposes to publish, how and to whom the information will be published and how the TSRA will otherwise comply with the IPS requirements.
• demonstrate TSRA’s ongoing commitment to a pro-disclosure culture across government.
Our Objectives
Through the implementation of this plan, TSRA aims to:
• have an Information Publication Scheme that meets legislative requirements by 1 May 2011;
• incorporate the pro-disclosure values of the FOI Act into TSRA’s internal information management strategies, in doing so establishing processes and procedures that integrate IPS requirements with day-to-day information management practices;
• identify and publish all current information required to be published;
• identify a plan for the publication of additional optional information;
• develop mechanisms to ensure that information under the IPS is easily discoverable, understandable, machine-readable, re-usable and transformable;
• ensure long-term conformance with WCAG 2.0 accessibility standards, and develop mechanisms to ensure all content is accessible to the public until WCAG 2.0 accessibility standards are met.
Establishing TSRA’s IPS
IPS Project Team
The IPS Development project is to be managed by a dedicated project manager. The project manager will:
• establish TSRA’s IPS contribution;
• co-ordinate the review process with key staff throughout the agency, and
• provide advice relating to FOI exemptions.
All documents will be reviewed and cleared by a relevant program manager, the Communications officer and the General Manager. The ICT and Information Management team will co-ordinate the uploading and publication of IPS information.
Review Process
The TSRA IPS will be reviewed internally to ensure that a complete and accurate information set is published. The process undertaken will be as follows:
Maintaining TSRA’s IPS
TSRA has undergone major changes to information and records management (IRM) processes and procedures between January-April 2011, including the creation of an IRM Strategic Plan and the implementation of an electronic document and records management system (EDRMS). TSRA is also in the planning stage of a new public website, to replace the existing site which does not meet WCAG 2.0 accessibility standards or support TSRA’s IRM strategies. TSRA will integrate the maintenance of TSRA’s IPS with its day-to-day IRM processes and procedures. With the creation of a new public website that is integrated with TSRA’s document EDRMS, workflows will be established to ensure that every document produced by TSRA will be considered for public disclosure. These IRM processes and procedures are in their infancy, as is the project to replace the public website. As a result, until October 2011, the IPS will be maintained through ad-hoc review of new documents and other information. When IRM processes and procedures have been established and formalised, they will include routine maintenance of the IPS.
Format and Structure of TSRA’s IPS
IPS Structure
TSRA’s IPS will contain the following sections:
1) TSRA Information Publication Scheme Agency Plan – this document, which outlines how TSRA aims to meet the IPS requirements.
2) Who we are – our organisational chart and information about statutory appointments.
3) What we do – TSRA’s functions and powers.
4) Our reports and responses to Parliament – any reports and responses to Parliament, including TSRA’s annual reports.
5) Routinely requested information and disclosure log – routinely requested information and the disclosure log, as prescribed by the IPS requirements.
6) Consultation arrangements - this will include information about how and to whom a comment may be submitted by members of the public, where TSRA undertakes public consultation on a specific policy proposal.
7) Contact us – contact information relating to the access of TSRA’s information or documents under the FOI Act.
TSRA’s IPS will contain additional optional information, which will be finalised by 1 July 2011.
IPS Format
The TSRA IPS will present documents and other information in as many formats as possible, in order to maximise the accessibility of the information. Each section of the IPS will be presented as a separate HTML page, with text-based content, images and links to documents and other sections.
IPS Accessibility
The TSRA IPS will meet all WCAG 2.0 requirements once the new TSRA public website and associated content management system is completed. Until this time, documents will be made available in as many formats as possible, and at a minimum, in PDF format. Any accessibility issues relating to TSRA IPS information will be resolved on request. All accessibility queries can be made foi@tsra.gov.au , or using another contact method as detailed in the “Contact Us” section of the IPS.
Compliance Review
TSRA will review and revise this agency plan at least annually, which will coincide with the TSRA’s annual planning cycle. TSRA will review the operation of its IPS from time to time and at least every five years, in accordance with the guidelines issued by the Information Commissioner about IPS compliance review.